Many people ask the question, “What is the responsibility of the meeting recorder or secretary to record the homeowner concerns, comments, recommendations, etc. into the meeting minutes?”
The answer is simple. Nothing that the homeowner says should be placed into the Board Meeting Minutes. In fact, no comments from the Board members are placed into the Board Meeting Minutes either!
In accordance with Roberts Rules of Order Parliamentary Procedure, which is the foremost authority of meeting procedures, minutes should contain only the actions (votes) of the Board, and not what was said.
Remember, minutes are the official record of the corporation (your association); it is not a gossip column or an opinion section of the newspaper.
Minutes should only reflect the agenda topic, substantiating information if necessary, and the vote. An example of substantiating information would be “board is tenting 3 buildings due to active termite swarming.”
Board members are bound by their Fiduciary duty to rely on experts to provide them with facts. Experts, like the roofer, plumber, building contractors, etc., must carry the proper insurance to protect themselves, and the association, if their recommendation(s) are faulty. That is what differentiates a “personal opinion,” and an “expert opinion.”
If a member has an issue that rises to the point of needing to be entered into the minutes, that member should be instructed to place their concerns in writing, request the item be placed into the board packet, added to the next month’s agenda, and for the item to be reviewed by the Board at the next meeting. Depending on the topic, the agenda item could be heard in Open session or Executive session.
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