January 2023

MINUTES – Did you properly document the meeting? 1. Prior to any meeting, the board should designate a board member or officer, usually the Secretary, to take down meeting minutes. 2. Meeting minutes must include the board members that are present and their titles. 3. Clearly document any issues being discussed by the board, even if they are not being voted on at that time. 4. Clearly document any matters being voted on, a record of the votes, and a brief explanation as to the basis for and cost entailed in the matter which is the subject of the vote. 5. Make the minutes available to the membership prior to the next meet ing, even if they are still in “Draft” or “Unapproved” format. 6. If a meeting is recorded electroni cally, written meeting minutes must still be taken. Note that both the electronic recording as well as writ ten meeting minutes must be made accessible to the membership. It is recommended that an association implement a records retention pol icy to notify the membership how long records will be maintained and how to go about accessing them. Taking these straightforward steps while running board meetings, along with relying on the advice of coun sel, will help associations stay within the requirements of the Radburn Bill and other laws governing association meetings. ◼

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