When preparing the minutes for your Association board meetings it is important to remember a few key points.
Minutes are to reflect the motions made at the meetings. You need good note taking skills and you need to be organized when preparing the minutes. The following indicates items that are to be included in the minutes, along with action items and motions that may be helpful:
Name of Association.
Address, telephone number, and fax number of the management company.
Title of the minutes (i.e. Regular Board Meeting Minutes, Executive Session Meeting Minutes, Annual Meeting Minutes, Organizational Meeting Minutes, etc…).
Date, time, and place of meeting.
For organizational purposes, motions made are to be in a categorized order (i.e. Architectural, Landscape, Maintenance, Rules and Regulations etc.). This will allow you to create the vendor action items in sequence with respect to how the minutes are written. Note: Conversations made outside of motions are not considered motions and are not to be included in the minutes.
Next meeting date, time, and place.
Adjournment time and indicate if the Board steps into another type of meeting (i.e. Executive Session Meeting, etc.).
Approval signature line indicating the Secretary and the date line for the Secretary to complete at the following meeting after the minutes have been approved by the Board.
Attach the vendor action items to the draft of the minutes prior to mailing the minutes to the Board for their review and amendment where they deem appropriate. The Board is to approve the minutes at the following Regular Board Meeting.
Motion Example - Upon a motion made, seconded and carried, the Board approved the light pole bid from ABC Lighting Company, in the amount of $2,015.00 regarding installing the light pole at the entrance to the Association's pool area for safety purposes. The bid is to be received by no later than March 31, 2006.
Note - This motion provides the approval by the Board, name of the vendor, amount of the approved bid, location of the work to be done, the purpose for which the work is to be performed and the date for which the bid is to be received. (The action item should be worded the same as the motion and sent to the vendor.
