The role of a secretary in a condo association is an important one, as they play a key part in the administrative and record-keeping aspects of the organization. In this article, we are going to focus on Meeting Minutes. Taking minutes at a condo board meeting is an important responsibility that helps document decisions and actions taken during the meeting. Here’s a step-by-step guide on how to do it effectively:
Meeting Minutes: The secretary is typically tasked with attending and documenting the minutes of board meetings and general meetings.
Prepare in Advance: Familiarize yourself with the agenda provided by your property manager in your board packet.
Note Meeting Details: At the top of your page, include the name of the condo association, the meeting date, time, and location. Include your name as the minute-taker.
Record Attendees: List the names of all board members present and indicate if any are absent.
Record Guests and Staff: Note the names of any guests or staff members who are in attendance.
Record Motions and Votes: Record any motions made, who made them, and the outcomes (passed, failed, tabled, etc.).Avoid inserting your own opinions or comments in the minutes.
Action Items: Make a list of action items or tasks assigned to specific board members or committees during the meeting. Include deadlines and responsible parties.
Clarifications and Voting Results: Record any requests for clarification or questions asked during the meeting.If a vote is taken, document the results (e.g., 4 in favor, 2 against, 1 abstention).
Adjournment: Note the time the meeting adjourned.
Review and Proofread: After the meeting, review your notes for accuracy and clarity. Ensure that names and key details are correctly recorded. Make any necessary corrections or additions.
Format the Minutes: Create a clean and organized document. Use a standard template or format if your condo association has one. Include the header information with the association name, date, and attendees. Arrange the minutes in a logical order, starting with the call to order and ending with the adjournment.
Distribute the Minutes: Send a draft of the minutes to the board members for their review and feedback. This allows them to confirm the accuracy of the document. Once approved, Management will store the minutes on the association’s portal so all owners will have access.
Remember that the minutes are a legal document, so it’s crucial to be accurate and impartial in your recording. If you’re unsure about anything during the meeting, don’t hesitate to ask for clarification or request a repeat of critical information. It’s always a good practice to maintain professionalism and confidentiality when taking and sharing meeting minutes.
Properly taken Minutes should only reflect actions taken by the Board. In general, owners’ comments are not part of the minutes
Overall, the secretary’s role is essential for maintaining the organization and ensuring that the condo association operates efficiently and in accordance with its governing documents. They play a vital role in record-keeping, communication, and organizational Management within the association.