Want to add your comments? Just log in or register!

 

NOTE: For those concerned, you can register to comment anonymously. Just use a pseudonym in the First and Last Name fields!


Minutes Are Legal Documents Too

Posted: 06/29/2009 09:44 am

Tags: Legal , Management , Minutes

 

I've seen a variety of minutes taken by various Boards over the years. I've seen complete conversations noted in the minutes along with full details of the names and unit numbers of those involved. Sometimes Boards even place items in there that have no bearing on the actual meeting itself (sidenote conversations, etc.)

 

Always remember that your minutes are a legal document that can be called into court on any matter. They also serve as a time line for any future or current Shareholders. They tell the story of where the building has been, where it is now and where it will be in the future with regards to repairs, increases, refinances and more. If you're on the Board and are in charge of taking minutes, I can suggest to you that you only place motions that are voted on in the minutes. These motions are critical to the operation of the building and everything else is really only fluff.

 

About Mr. Manager: Mr. Manager is actually Mark Levine, R.A.M., the Vice President of Business Development of Excel Bradshaw Management Group, LLC, a residential property management firm. You can e-mail him or leave a comment below.

Mr. Manager

Comments

Minutes - Dangerous Fluff

Board Prez

Tuesday June 30 2009 08:52:32 am

I couldn't agree more!

Our building has been around for many years and I have frequently had to consult some of the archived minutes in search of a particular resolution or other information. Minutes from years ago not only used to contain side conversations and other irrelevant information, they were frequently subject to editorial content by the minute writer, adding their own spin or interpretation of a discussion.


Including this kind of narrative information in minutes is not only fluff, it potentially exposes the corporation to confidentiality and subsequent liability issues. Years ago we switched our minutes to ONLY include motions because it is the only way to ensure that you are not including someone's interpretation of the events. There have been times when we have had a lengthy meeting to discuss many sensitive issues; however if there are no motions, the minutes will only reflect the meeting date, time, location and attendees.

There remain those who would like to add additional information to our minutes in order to show that a particular subject is being discussed and that the board is actively working on the issue; however unless there is a motion involved, I will continue to resist, and so should you.

Log in or create a user account to comment.

Advertising Alterations Audit Bed Bugs Board Board of Directors Brokerage Budget Cable Carbon Monoxide Certification City Complaints Conflicts of Interest Consultant Conventions Creative Debate Documents EPA Efficiency Elevators Experts Exterior Facade Financials Fines Frontage Heating Hiring House Rules Ideas Information Insurance Interview Introduction Leaks Legal Management Mark Levine Market Conditions Meter Minutes New York City Newsletters Policies Politics Property Management Proprietary Lease Regulations Repairs Replacement Sales Savings Seasonal Soft Income Survey Systems Technology Transitions Transparency Vacancies Vendors Warranties Water Web Websites department of buildings exterior facade hazards lead paint local law management regulations rules

Tags

Habitat Archive

September 2010

Mon Tue Wed Thu Fri Sat Sun
    1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30      
Powered by eZ Publish™ CMS Open Source Web Content Management. Copyright © 1999-2010 eZ Systems AS (except where otherwise noted). All rights reserved.