Author: Matt McEwan

Human minute taker

The Human Touch in Minute Taking

Posted on by Matt McEwan

The Human Touch in Minute Taking

Posted on by Matt McEwan

In today’s digital era, technology has revolutionized how businesses operate, streamlining processes and increasing efficiency. Professional services across various industries have embraced automation, artificial intelligence, and cutting-edge tools to optimize their operations. Among these services, minute taking, which involves documenting critical meetings and discussions, has also witnessed technological advancements. While technology has made minute taking faster and more accurate, the question arises: does the human touch still matter in this age of automation?

In this blog post, we will explore the essential role of the human touch in minute taking and why organizations should value the unique contributions of human minute takers. There is no doubt that minute taking is part science and part art, but what portion of this does the human touch play? We will delve into the irreplaceable aspects that human involvement brings to this indispensable practice, paving the way for deeper understanding and personalized approaches.

1. Understanding Context and Nuances

Minute taking is not merely about recording words spoken during meetings. A human minute taker brings a unique ability to comprehend the context, identify essential points, and capture the subtle nuances that technology might overlook. By understanding the flow of discussions, emotions, and non-verbal cues, human minute takers can provide more comprehensive and accurate meeting minutes that capture the true essence of the gathering.

2. Customization for Client Needs

Every client and organization is different, with varying preferences for formatting, content, and level of detail in their meeting minutes. Human minute takers excel in tailoring their approach to meet these unique client needs. They can adapt their writing style, prioritize specific points of interest, and ensure the final minutes align precisely with the client’s requirements, fostering a deeper sense of collaboration and satisfaction.

3. Real-Time Adaptability

During fast-paced meetings or complex discussions, the ability to adapt in real-time is crucial. Human minute takers can promptly adjust their note-taking methods based on the meeting’s pace and intensity, ensuring no crucial information is missed. This adaptability is invaluable in capturing accurate and relevant data that could be easily overlooked by automated systems.

4. Quality Assurance and Expertise

While technology can assist in data processing and organization, it still requires human oversight to ensure accuracy and quality in the final deliverables. Human minute takers possess expertise in proofreading, fact-checking, and fine-tuning meeting minutes to meet the highest standards of professionalism.

Conclusion

The human touch remains an indispensable aspect of minute taking, even in the age of technology. While automation and AI offer incredible speed and efficiency, they cannot replicate the deep understanding, customization, adaptability, and empathy that human minute takers bring to the table. The synergy of technology and the human touch creates a powerful partnership that elevates the quality of minute taking and enhances the overall experience and quality of work. In professional services, where client satisfaction and trust are paramount, embracing both technology and human expertise in minute taking ensures a winning combination.

Corporate Secretary

The Role of a Corporate Secretary: Key Responsibilities

Posted on by Matt McEwan

The Role of a Corporate Secretary: Key Responsibilities

Posted on by Matt McEwan

Behind every successful and well-organized corporation stands a crucial figure, often operating behind the scenes – the Corporate Secretary. Often referred to as the “guardian of corporate governance,” the Corporate Secretary plays a pivotal role in ensuring the smooth functioning and compliance of a company. In this blog post, we will explore the key responsibilities and contributions of this essential role and shed light on the indispensable contributions they make to the corporate world.

1. Keeper of Corporate Records

One of the primary responsibilities of a Corporate Secretary is to maintain accurate and up-to-date corporate records. This includes essential documents such as meeting minutes, shareholder records, board resolutions, and other vital corporate documentation. The Corporate Secretary ensures that all records are organized, easily accessible, and compliant with legal requirements.

2. Governance and Compliance

Corporate governance is the backbone of any successful organization. The Corporate Secretary is responsible for ensuring that the company operates in accordance with applicable laws, regulations, and internal policies. They play a key role in facilitating board meetings, overseeing corporate governance practices, and ensuring that decisions are made in line with legal requirements and the company’s best interests.

3. Board Support and Communication

As a liaison between the board of directors and the company’s stakeholders, the Corporate Secretary plays a critical role in facilitating effective communication. They assist in organizing board meetings, preparing meeting agendas, and ensuring that board members receive all necessary information and materials ahead of time. Their contributions ensure that board members are well-informed to make strategic decisions.

4. Annual General Meetings (AGMs)

The Corporate Secretary is instrumental in planning and organizing the company’s Annual General Meeting (AGM). They work closely with shareholders, manage proxy voting processes, and prepare the necessary documentation to ensure a smooth AGM that complies with legal requirements.

5. Risk Management and Disclosure

Transparency is paramount in the corporate world, and the Corporate Secretary plays a vital role in ensuring accurate and timely disclosure of relevant information to regulatory authorities and stakeholders. They assist in risk management by monitoring and reporting on compliance issues, providing valuable insights to the board and senior management.

Conclusion

The role of a Corporate Secretary is multifaceted and central to the effective functioning of a corporation. Their contributions extend far beyond maintaining records; they are instrumental in upholding corporate governance, facilitating effective communication between stakeholders, and ensuring legal compliance. The Corporate Secretary serves as a crucial link between the board of directors, management, shareholders, and regulatory authorities, fostering transparency, trust, and ethical practices.

In today’s complex and ever-evolving business landscape, the Corporate Secretary’s expertise and commitment to upholding corporate standards are indispensable. By shouldering the responsibility of governance, compliance, and efficient communication, the Corporate Secretary enables companies to thrive and adapt to the dynamic demands of the corporate world.

As we acknowledge the pivotal role of the Corporate Secretary, let us appreciate and celebrate their significant contributions to corporate success, recognizing them as the unsung heroes behind the scenes, ensuring that the wheels of corporate governance turn smoothly, ethically, and in the best interests of the company and its stakeholders.

Why Minute Taking is So Vital for Professional Associations

Posted on by Matt McEwan

Why Minute Taking is So Vital for Professional Associations

Posted on by Matt McEwan

In the world of professional associations, effective governance, transparency, and accountability are the cornerstones of success. As decision-makers, these organizations are entrusted with shaping policies, charting ambitious goals, and ensuring the collective voice of their members is heard. Amidst this dynamic landscape, one essential practice stands out as a powerful catalyst for progress – minute taking. In this digital age, where information flows at unprecedented speeds, minute taking may appear as a traditional practice. However, as we shall discover, it is far from obsolete; rather, it serves as a steadfast guardian of institutional memory and a key driver of effective leadership.

Why minute taking is imperative to any professional association:

1. Legal Compliance and Risk Mitigation:

– Accurate and comprehensive meeting minutes serve as legally binding documentation of decisions made within the association.

– By maintaining detailed records, professional associations demonstrate compliance with laws and regulations, reducing the risk of legal disputes or challenges.

2. Transparent Decision-Making and Accountability:

– Well-documented minutes provide a transparent account of discussions and decisions made during meetings, ensuring accountability among association members and leaders.

– Members can refer back to previous minutes to understand the rationale behind decisions and hold leaders responsible for their actions.

3. Continuity and Succession Planning:

– As leadership roles rotate within the association, meeting minutes become vital resources for new leaders to understand past discussions, decisions, and ongoing initiatives.

– Minutes facilitate smooth transitions and effective succession planning, ensuring the association’s objectives remain on track.

4. Communication with Members:

– Meeting minutes serve as concise and easily accessible updates on important matters and decisions for members who were unable to attend meetings.

– This enhances member engagement by keeping them informed and involved in association activities.

5. Evidence for Grant Applications and Fundraising:

– Clear and well-documented minutes demonstrate responsible management, strengthening the association’s credibility when applying for grants or seeking fundraising opportunities.

– Potential donors and funding agencies appreciate organizations that maintain transparent records, enhancing the association’s chances of securing financial support.

Conclusion

Minute taking plays a vital role in the success and sustainability of professional associations. By maintaining detailed and accurate records, these organizations ensure legal compliance, transparent decision-making, and accountability among members and leaders. Meeting minutes facilitate effective communication with members, support succession planning, and strengthen the association’s position when seeking grants or fundraising opportunities. Moreover, they serve as valuable evidence in legal situations and prevent misunderstandings or conflicts, fostering a cooperative and engaged association community. As a fundamental practice, minute-taking cements the foundation for strong governance and efficient operations within professional associations.

Minutes Solutions Inc.

Minutes Solutions takes the minutes for CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 50,000 meetings for more than 4,000 organizations across North America. Its cohort of over 150 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on the meeting and what they do best.

DC Condo Act

DC Condo Act: A Guide for Community Managers

Posted on by Matt McEwan

DC Condo Act: A Guide for Community Managers

Posted on by Matt McEwan

Anyone who has worked with community managers understands how demanding and multifaceted their jobs are. In addition to managing capital projects, budgets, and the wide range of tasks and requests they encounter at any given community, the managers also need to stay on top of the various legal requirements outlined in the DC Condo Act. Here, we break down the essentials of this Act to support community managers in creating thriving, legally compliant communities.

What is the DC Condo Act?

The DC Condo Act, formally known as the Condominium Act of 1976, is the legal backbone of condominium governance in Washington, DC. For community managers, understanding the DC Condo Act means more than just following rules – it’s about creating an environment where compliance translates to community satisfaction and efficient operations. By staying informed about these regulations, you can better support the unique needs of your community and handle daily responsibilities with confidence.

1. Understanding Your Responsibilities Toward Unit Owners
Unit owners trust community managers to ensure that their rights and responsibilities, as set out in the DC Condo Act, are upheld. These rights include the ability to occupy and enjoy their unit, participate in key decisions, and access common areas. You enforce these rights by fostering a respectful, inclusive atmosphere while managing and enforcing the community’s rules. Balancing these responsibilities can create a positive experience for all residents, enhancing overall satisfaction and trust.

2. Supporting Transparent Leadership: Condo Association Governance
One of the primary objectives of the DC Condo Act is to establish strong, transparent governance through the condo association. Community managers are instrumental in achieving this goal. You may be tasked with supporting board meetings, managing financial records, and assisting with various operational matters, all of which contribute to a well-run community. Although the DC Condo Act doesn’t mandate specific minute-taking requirements, thorough documentation and accurate records can go a long way in fostering transparency and keeping all parties informed. Detailed, objective minutes create a reliable point of reference that builds trust among board members and unit owners alike.

3. Handling Disputes and Ensuring Compliance
Disputes are inevitable, but the DC Condo Act provides tools to address them constructively. As a community manager, familiarity with these provisions helps you guide owners and board members toward resolution. Alternative methods like mediation or arbitration are often effective in preserving relationships and promoting harmonious living. When legal action is necessary, understanding the Act’s guidelines enables you to offer informed support to those involved, helping them pursue appropriate remedies within the framework of the law.

Staying Informed: The Key to Adaptable Management
The legal landscape is always evolving, and the DC Condo Act is no exception. Keeping up with legislative updates ensures you can lead within the latest legal framework. Attending relevant seminars, consulting legal professionals, or participating in industry workshops can help you stay informed, enabling you to make well-rounded decisions for your community. Proactive legal knowledge reinforces your ability to manage effectively, ultimately benefiting all residents.

Conclusion
For community managers, a strong grasp of the DC Condo Act is an essential foundation for creating and maintaining a compliant, supportive community environment. Familiarity with the Act’s requirements enables you to guide your community within the framework of DC law, enhancing daily operations and reinforcing resident confidence.

(Note: Always consult the DC Condo Act directly and seek professional legal advice to ensure full compliance and accurate interpretation of condominium laws.)

About Minutes Solutions

Minutes Solutions is a professional third-party minute-taking company committed to producing prompt, accurate, and objective records for community associations. Since 2014, Minutes Solutions has served over 4,000 communities and organizations across North America, providing comprehensive minute-taking services for more than 50,000 meetings. Our team of over 150 trained minute takers across the U.S. and Canada brings industry best practices to every meeting, helping communities document decisions and instill confidence in residents, enabling community managers to focus on their primary responsibilities.

Maryland HOA laws

10 Laws & Regulations Maryland HOA Managers Should Know

Posted on by Matt McEwan

10 Laws & Regulations Maryland HOA Managers Should Know

Posted on by Matt McEwan

As a homeowners’ association (HOA) manager in Maryland, it is essential to have a comprehensive understanding of the laws and regulations that govern HOA operations. Adhering to these laws not only ensures the smooth functioning of the HOA but also helps maintain positive relationships with residents and promotes a harmonious community environment. This article will discuss 10 laws and regulations that every Maryland HOA manager should be familiar with.

HOA Laws and Regulations in Maryland

  1. Maryland Homeowners Association Act (HOA Act): The HOA Act serves as the cornerstone of Maryland’s HOA governance. It outlines the rights and responsibilities of both the association and its members, covering areas such as bylaws, assessments, architectural guidelines, board meetings, and enforcement of rules. Understanding this Act is fundamental for effective HOA management.
  1. Open Meetings Act: Maryland’s Open Meetings Act mandates that HOAs hold open meetings where members have the right to attend and observe. This law ensures transparency in HOA decision-making processes and allows homeowners to stay informed and engaged with the association’s activities and allows them to inspect the minutes of the board meetings.
  1. Maryland Condominium Act (Condo Act): For HOAs that include condominium units, familiarity with the Maryland Condominium Act is essential. This act covers various aspects of condominium governance, including unit owner rights, common elements, maintenance responsibilities, and financial management.
  1. Fair Housing Act: The Fair Housing Act prohibits discrimination based on protected classes such as race, color, religion, sex, national origin, disability, and familial status. HOA managers must adhere to fair housing guidelines and ensure that their community’s policies and practices do not discriminate against any individual or group.
  1. Maryland Reserve Study Requirements: Maryland law requires HOAs and housing cooperatives to conduct reserve studies at least once every 5 years. These studies assess the long-term maintenance and replacement needs of common elements within the community. HOA managers must ensure that reserve studies are carried out as required and that sufficient reserve funds are established to meet future obligations.
  1. Maryland Stormwater Management Act: HOAs in Maryland are subject to stormwater management regulations to control runoff and minimize pollution. Managers should be familiar with these requirements to implement appropriate stormwater management measures within the community.
  1. Maryland Consumer Protection Act: The Maryland Consumer Protection Act safeguards homeowners from unfair and deceptive trade practices. HOA managers must understand their obligations under this law to ensure that all interactions with homeowners and service providers are conducted ethically and transparently.
  1. Debt Collection Laws: HOA managers need to be well-versed in Maryland’s debt collection laws when pursuing delinquent assessments or fees. Understanding the proper procedures, notification requirements, and limitations will help managers navigate the collections process effectively and legally.
  1. Architectural Guidelines and Covenants: HOA communities often have architectural guidelines and covenants in place to maintain aesthetic standards and protect property values. HOA managers should be well-acquainted with these guidelines and ensure their consistent enforcement while handling architectural requests and modifications.
  1. Maryland Real Property Code: The Maryland Real Property Code governs various aspects of property management, including leases, evictions, liens, and easements. HOA managers should familiarize themselves with the relevant provisions to appropriately address property-related issues and comply with the law.

Conclusion

Compliance with the laws and regulations governing HOAs in Maryland is paramount for effective community management. By being well-versed in the laws and regulations outlined in this article, HOA managers can ensure legal compliance, foster positive homeowner relationships, and create thriving and harmonious communities where residents can enjoy the benefits of shared living.

Minutes Solutions

Minutes Solutions is a professional, third-party minute-taking company that specializes in prompt, accurate, and objective minutes for community associations. Since 2014, the company has provided minute taking services for over 40,000 meetings for more than 3,000 communities and organizations across North America, including the Community Associations Institute. Its cohort of over 100 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help protect community associations and instil confidence in residents, allowing community managers to focus on operational responsibilities.

Virginia State Capitol building where condo and HOA laws are passed

Navigating Virginia’s Condominium & HOA Laws: Key Updates

Posted on by Matt McEwan

Navigating Virginia’s Condominium & HOA Laws: Key Updates

Posted on by Matt McEwan

Staying informed on the changing condominium and HOA Laws in Virginia is essential for community association boards and managers. The Virginia Condominium Act and the Virginia Property Owners Association Act (POAA) lay the groundwork for stable, transparent management practices across the state, guiding policies on governance, finances, and rental standards that foster cohesive and compliant communities.

The Virginia Condominium Act: Foundations of Fair Governance

Established in 1974, the Virginia Condominium Act has undergone significant updates to address evolving community needs. With a focus on transparency, financial responsibility, and accountability, this Act guides board members and managers in upholding effective governance standards.

  • Governing Documents: The Act mandates clear governing documents, including declarations and bylaws, which outline essential policies on board elections, conflicts of interest, and overall association responsibilities. These foundational guidelines support consistent, fair governance, helping to maintain community harmony.
  • Financial Oversight: Recognizing the importance of financial health, the Act requires associations to adopt an annual budget and conduct a reserve fund study at least once every five years to ensure sufficient reserve funds for capital components. This requirement helps bolster financial stability and builds trust among homeowners.
  • Insurance Requirements: As insurance costs rise, clarity around coverage is more critical than ever. The Act specifies required coverage types, such as hazard and liability insurance, to protect associations against unforeseen losses and give residents peace of mind.
  • Foreclosure and Liens: Recent amendments, like HB880 and SB341, have lowered the threshold for foreclosure on unpaid assessments, enhancing associations’ ability to manage delinquencies. Proactive communication around dues and delinquencies fosters transparency and strengthens community trust.

The Virginia Property Owners Association Act: Tailoring Guidance for HOAs

Parallel to the Condominium Act, the POAA focuses on homeowners’ associations (HOAs), particularly those in single-family communities. The Act provides HOA boards with tools to manage community standards and ensure operational transparency.

  • Disclosure Packets: Comprehensive disclosure packets are provided to prospective homeowners, detailing assessments, financial obligations, and outstanding violations, which fosters informed decision-making and a transparent association environment.
  • Architectural Standards: The POAA supports consistent enforcement of architectural guidelines to protect community aesthetics and property values, ensuring a balanced approach to homeowner individuality and community-wide standards.
  • Meeting and Records Compliance: Recent legislation, like HB723, now requires all associations, incorporated or not, to conduct board meetings in alignment with the Act’s standards. This change promotes accessible record-keeping and standardized governance practices.

Adapting to Legislative Changes in Virginia HOA Laws

Keeping pace with legislative shifts is crucial for compliant management. Recent updates address assessments, reserve allocations, and board authority in budgeting for timely repairs. For instance, the 2024 SB672 amendment enables boards to allocate funds for legal and contractual obligations, giving associations the flexibility to adapt financially to current demands.

Short-term rental policies are also evolving. Under SB308 and HB634, rentals of 30 days or more are allowed, though associations retain the authority to regulate rental terms, enabling managers to tailor policies that align with community values.

Enhancing Trust Through Informed Management

Virginia’s recent legislative updates provide community managers with greater flexibility while emphasizing diligent compliance. Familiarity with the Virginia Condominium Act and POAA, as well as HOA Laws in Virginia, is crucial not only for legal soundness but also for reinforcing the manager’s role as a community advocate and educator.

About Minutes Solutions

At Minutes Solutions, we recognize the importance of precise, objective documentation in community association management. Since 2014, our team of over 150 minute takers has supported more than 4,000 organizations by accurately documenting meetings, allowing managers to focus on compliance and effective governance.

WEBINAR: Hybrid Board Meetings Are Here to Stay

Posted on by Matt McEwan

WEBINAR: Hybrid Board Meetings Are Here to Stay

Posted on by Matt McEwan

As associations look for ways to improve meeting efficiency and effectiveness post-pandemic, hybrid board meetings that combine in-person and virtual attendance are becoming a permanent fixture. However, while hybrid meetings offer advantages, they also come with potential challenges.

In this on-demand webinar, Matt McEwan of Minutes Solutions, Dave Bergeson of Association Management Center, Jordan Castel of Onboard, and Eileen Murray of the American Epilepsy Society share best practices for creating engaging and purposeful hybrid meetings, structuring agendas effectively, and leveraging technology for seamless execution.

Discover expert advice on engaging virtual attendees and creating an inclusive environment that fosters productivity and collaboration. Whether you’re a board member, association leader, or simply interested in the evolving landscape of board meetings, this webinar provides invaluable insights and practical tips to help you shape the future of your association’s board meetings.

To access the full webinar, simply follow the link provided.

Watch Here

Minutes Solutions Inc.

Minutes Solutions takes the minutes for ASAE and CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 40,000 meetings for more than 3,000 organizations across North America. Its cohort of over 100 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on the meeting and what they do best.

3 Steps to More Efficient Condo and HOA Board Meetings

Posted on by Matt McEwan

3 Steps to More Efficient Condo and HOA Board Meetings

Posted on by Matt McEwan

Community association board meetings are the primary forum for directors to make formal decisions that affect the community. With so many moving parts and topics to discuss, running effective meetings that make the best use of everyone’s time can be challenging. Here are three strategies for running efficient meetings.

  1. Define the Goal

A clear meeting goal helps keep discussion on track and ensure decision-making is aligned with the association’s overall objectives. A well-defined purpose allows attendees to come prepared with meaningful information or ideas. A goal can build a sense of community and promote decisions that represent the association’s needs and priorities. 

  1. Add a Consent Agenda to the Meeting Agenda

As you build your meeting agenda around what the gathering should achieve, make one of the items the consent agenda. A consent agenda is a list of routine, uncontroversial items that the board votes on as a single proposition. This allows directors to rule on several undisputed topics quickly without discussion, freeing up more time for subjects that require in-depth conversations. Typical topics include: minutes of previous meetings; informational reports or updates; routine financial transactions that directors have already vetted, such as straightforward maintenance or repair work; and formal approval of proposals that were considered thoroughly and were informally agreed to at a previous board meeting. 

Distribute background materials for both the meeting and consent agenda in advance so that board members have time to consider the issues and arrive at the meeting ready to contribute. In particular, participants should resolve concerns or questions about consent agenda items before they meet; they should agree to remove any topics that still need clarification during the meeting and add them to the general meeting agenda for separate discussion. A small number of perfunctory queries about consent agenda items are permissible, but subjects needing more deliberation should have designated time on the broader meeting agenda.

At the meeting, the facilitator should briefly review the consent agenda items; if there are no objections, the board can then vote to approve the entire consent agenda as a single item.

  1. Have a Strong and Active Chair

A capable chair enforces any time limits on the meeting agenda and helps the group reach consensus by professionally and respectfully mediating disputes that may arise during the meeting. A good chair prevents conflicts from escalating and keeps discussion focused on important issues.

Takeaway

Well-run condo and HOA board meetings can have a significant and positive impact on the daily lives of residents. By defining a goal for each meeting, including a consent agenda with the meeting agenda, and having a strong and active chair, associations can improve the productivity and effectiveness of their board meetings and, ultimately, enhance the entire community.

Minutes Solutions Inc.

Minutes Solutions is a professional, third-party minute-taking company that specializes in prompt, accurate, and objective minutes for community associations. Since 2014, the company has provided minute taking services for over 40,000 meetings for more than 3,000 organizations across North America, including the Community Associations Institute. Its cohort of over 100 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help protect community associations and instill confidence in residents, allowing community managers to focus on operational responsibilities.

PANEL: Strategies for Shaping the Culture of Your Association

Posted on by Matt McEwan

PANEL: Strategies for Shaping the Culture of Your Association

Posted on by Matt McEwan

Associations have long played a vital role in various industries, providing platforms for collaboration, networking, knowledge sharing, and advocacy on behalf of their members. However, in order to remain relevant, increase member engagement, and attract a younger generation, associations must continuously assess their culture and ensure it aligns with the shared values of the organization.

In this on-demand webinar, Ashley Perkins of Minutes Solutions and Michael Hoffman of Gather Voices provide practical tips and strategies for developing a positive association culture that fosters growth and engagement. They also delve into the importance of effective communication channels and tactics that facilitate collaboration and transparency within associations.

Recognizing that a strong and inclusive culture positively impacts all areas of an association, Perkins and Hoffman stress the significance of active listening. By actively listening to their members, associations can gain valuable insights, measure their culture, gather feedback, and implement changes that lead to the creation of a culture that everyone can be proud of.

Gain expert advice on developing a thriving association culture, learn strategies for soliciting member feedback, and discover the transformative power of creating a culture where every individual feels valued and empowered. To access the full webinar, simply register by clicking this button:

Register Here

Minutes Solutions Inc.

Minutes Solutions takes the minutes for ASAE and CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 40,000 meetings for more than 3,000 organizations across North America. Its cohort of over 100 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on the meeting and what they do best.

Storing and Distributing the Minutes

Posted on by Matt McEwan

Storing and Distributing the Minutes

Posted on by Matt McEwan

The minutes are written – now what?

Proper handling of meeting records is key. Important considerations include reviewing for accuracy, making corrections, distribution, filing and storage.

In our years of running a professional minute-taking company working with more than 500 condominium boards across Ontario, we’ve noticed that the management of meeting minutes differs from board to board. Of course, taking minutes is not only good practice, it is mandatory as part of keeping an official minute book under the Condominium Act. But precisely what happens after the minutes are taken and how they are distributed are points of contention.

A central consideration when deciding who should take your meeting minutes is delivery time: often a designated board member, a property manager or a hired third party is enlisted. One benefit of hiring a professional minute taker is that the delivery time of the completed minutes should be clearly disclosed prior to engaging. A deadline should also be set if it is the board secretary who takes the minutes; it can depend on the protocol of the board, but receiving the completed document within one week of the meeting is a good guideline.

Prompt receipt of the minutes allows ample time for them to be reviewed before the next meeting, which improves the efficiency of meetings: instead of analyzing the previous minutes at length for the first part of each meeting, most of the legwork can and should be done via email, weeks in advance. It also reduces potential unnecessary discussion and debate during the meeting, which can be time-consuming and expensive.

Distribution, Part 1

Minutes should be submitted to the building manager and the board president, who should take a day or two to review them separately and then compare reviews with one another via email. Next, they should formulate one email to the rest of the board with their suggested amendments in the body of the email and attach a first draft of the minutes. The other directors should be asked to submit their opinions and their own proposed changes by a deadline – three to five days, for example.

Once the board has had the chance to respond, the manager should send the amendments on which there is consensus to the recording secretary or the minute-taking company to be entered into the working copy of the minutes. This sets the stage for efficient board meetings with the goal of getting the previous set of minutes approved and signed promptly. Disputed changes should not be made to the minutes; rather, the board should be notified in advance that those proposed amendments will be discussed at the next meeting.

Once the board agrees on all the amendments to be made to the previous minutes, they can be approved with a formal motion during the next meeting and signed.

Distribution, Part 2

Once minutes are approved, how they should be distributed and stored?

Minutes only need to be distributed to individual owners upon request, in which case it is important to ensure that only the open minutes are released — not the in-camera minutes. In-camera minutes pertain to actual or contemplated litigation, insurance investigations involving the corporation, and items related to corporation employees (not including contracts) and specific unit owners. These items do not need to be disclosed in the regular minutes and the board has the discretion to keep these subjects confidential.

How to Store Minutes

The best solution for filing and storing minutes is a cloud-based system that is available to both board members and managers, making the documents available to all relevant parties.

Condominium records (including minutes) are often misplaced or difficult to obtain because the turnover of board members, management companies and managers is quite common. At Minutes Solutions, we frequently get calls from boards saying, “Can you please send us the minutes for the last two years? We recently got a new manager and the old manager is not reachable.” Or simply, “Can you send these minutes — we can’t seem to find them.”

Keeping minutes and meeting documents on a centralized system allows 24/7 access to board members and managers and solves the issue of misplacing, losing, or not being able to access minutes. Some professional minute-taking companies offer a storage service that does exactly this. With a cloud-based system managed by a professional minute-taking company, boards can limit and regulate access in case anything were to happen with the manager or a rogue board member.

Although every board may have a unique way of distributing and managing their meeting records, following these steps will establish a straightforward protocol to ensure that they are abiding by legislation and providing prompt access to minutes and records.