Managers will need meeting records too
Q: I am a new president of an adult (55 and older) condominium. I just became aware that a copy of our monthly board meeting minutes is given to management.
Is this a proper procedure? Could you explain this action?
A: Most managers are accountable to maintain the association's records and this would include the minutes. It would depend on the manager's contract and the management duty policies that the board approved.
If you read FS 718.111 concerning records, you will find most records need to be retained for seven years. The minutes must be retained in a minute book and are included in this section. Even if one of the directors/officers retains all the records, the manager needs a copy for work.
When I was the manager, I always took and produced the minutes for the meetings to assist the secretary. Any person can be assigned or engaged to take and produce the minutes and that includes the manager or maybe an outside paid stenographer.
A first copy should be produced within 24 to 48 hours for a first review.
When I drafted the first set, I sent a copy to the president and secretary for editing. I asked them to return it as soon as possible so that I could produce a copy for the other board members and a copy posted for the members. The posting is not necessary or required but is recommended as good communications with the owners.
The question is: What are minutes used for and why produce minutes? They are a record of the business conducted by the board and members. If the association is involved in a lawsuit, then the minutes would be a key part of the evidence. You want to keep your minutes brief and only record the business conducted.
Comments and arguments are not included. Minutes should include the date, time, location, members/directors present, and follow the agenda with motions and how each director voted. It would include the time the meeting ended.
You only want to prove that a meeting was conducted and the business approved.
One last thing, use your manager to help reduce the workload of the board.
Richard White is a licensed community associations manager. Write to him at 6039 Cypress Gardens Blvd., No. 201, Winter Haven, FL 33884-4115. Please include your name and city.