Dutch Ridge Neighbors

Minutes of the HOA Board

Posted in: Highline Gardens
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  • jami
  • Respected Neighbor
  • Denver, CO
  • 21 Posts
  • Respect-O-Meter: Respected Neighbor
I have had, and I continue to have, issues with what I regard as a failure of the board to keep minutes that fully disclose the events of our monthly meetings. My concern, that issues, questions, debates, agreements, and facts are routinely unreported, has been stated to the board in the presence of others, and the board has not disagreed with the facts of the issues as I described them. But, the board continues to fail in its duty to disclose events, even such as the fact of the criticism described above, and the board's agreement to include in its minutes matters that are brought up by members who attend board meetings.

Board meeting minutes are very important. Minutes are considered legal documents by the auditors, IRS and courts, and they represent the actions of the board. Many assert that if it's not in the minutes, it didn't happen.

There is no standardized level of content and format for board minutes. In courts, as important as what you did is that you were reasonable when you did it. Therefore, sufficient information should be included to describe how board members reasonably came to reasonable decisions.

At a minimum, we should expect to include the name of the organization, date and time of meeting, who called it to order, who attended and if there a quorum, all motions made, any conflicts of interest or abstainments from voting, when the meeting ended and who developed the minutes. I am advocating that the minutes also include issues and concerns raised with the board by members in attendance at the meeting. Assurances of future actions made by the board, but not fulfilled by next meeting should be carried forward as ''old business.'' If completed satisfactorily, the minutes should so state.

It is important that the minutes be read before they are approved at the next meeting. This motion should not be considered merely perfunctory. I may have more to say about this at another time. I regret feeling the need to create this message to the community, but I believe we are entitled to a record of board activities carried out in our name and for our best interests. I will continue to monitor the meetings and the minutes, and to report my findings as appropriate from time to time.
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