Author: Wendu Ejim

The Importance of Accurate Records for Community Associations

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The Importance of Accurate Records for Community Associations

Posted on by Wendu Ejim

Most community managers and volunteer directors do not become involved in the industry because they are excited about maintaining complete and accurate records of condominiums and homeowner’s associations (HOAs). However, despite the tedious and time-consuming nature of proper record keeping for community associations, its importance can’t be understated.

Without accurate records, community associations are not only at risk of damaging consequences but also, they can never live up to their full potential. Good records provide the context needed to make informed decisions, protect stakeholders,  establish compliance, and enable the efficient operation of condominiums and HOAs.

Why Records Matter: Building a Foundation of Trust and Efficiency

Effective records provide a reliable institutional memory for associations, ensuring that every key decision, financial record, and action taken is documented and accessible. They establish a transparent history, showing residents, auditors, and legal entities alike that the association is accountable and compliant with regulations.

Community association boards typically experience frequent turnover and the regulatory environment is only becoming more complex. Given these challenges,  robust records help maintain continuity, support decision-making, and serve as a vital resource for new board members or community managers.

The Risks of Inadequate Recordkeeping

When records are disorganized or incomplete, community associations can be affected in both obvious and surprising ways. Here are the critical areas where associations face real consequences if records fall short:

1. Loss of Corporate History and Knowledge

Relying on the memory of board members or managers for past decisions is unreliable and unsustainable, especially given frequent board turnover. When decisions aren’t properly documented, crucial knowledge is lost, leading to confusion, poor continuity, and difficulty understanding past actions. This knowledge gap can impair strategic planning, slow down projects, and lead to decisions being revisited repeatedly.

2. Increased Legal and Financial Exposure

Inadequate records can create serious problems for board members, especially when it comes to legal or financial scrutiny. Community associations are required by law to maintain thorough and accurate documentation, and if they come up short, the consequences can be costly. Without the right records, an association or manager can face fines, sanctions, or even lose footing in a legal dispute. Imagine needing to produce key documents during an audit or in response to a homeowner’s request—if those records aren’t accessible or complete, it can lead to penalties that take a direct toll on the community’s budget and overall resources. This is why maintaining accurate records is more than just a good habit; it’s essential protection for your community’s future.

3. Reduced Efficiency and Productivity

Without an efficient system, community managers may spend hours searching for records, reducing productivity and delaying responses to resident inquiries or other essential tasks. Employees spend too much time in their workweek searching for lost documents—time that could otherwise be dedicated to supporting the community. Disorganized records drain valuable resources and complicate otherwise simple operations, impacting the overall effectiveness of management.

4. Delayed or Incomplete Responses in Critical Situations

In emergencies—such as natural disasters, sudden legal inquiries, or urgent resident concerns—rapid access to accurate records is essential. A lack of properly organized records can slow response times, impacting the association’s ability to act promptly and protect the community. Similarly, delays in accessing or sharing records during audits or legal matters can put the association at risk, straining credibility and accountability.

The Role of Accurate Minutes: Safeguarding Decisions and Actions

Meeting minutes are some of the most valuable records an association has. Done right, they give a clear, straightforward picture of what decisions were made, what actions were agreed upon, and who’s responsible for what. Think of them as the community’s official record book—not a transcript of every word, but a smart summary of the essential points. Good minutes keep everyone on the same page, make follow-up easier, and offer a credible record if questions or disputes arise.

They should capture what was done—not necessarily who said what—to keep the focus on outcomes rather than individual commentary. This approach helps reduce liability and maintains a clear, objective record that boards can rely on for years to come.

Minutes should always:

– Document attendance, motions, votes, and decisions

– Avoid personal commentary or subjective opinions

– Clearly state any assigned action items or next steps

Poorly kept minutes expose managers, directors, and communities to unnecessary risk. In the event of a dispute, missing records or meeting minutes that don’t provide just the right amount of context can weaken a community’s position.

Best Practices for a Reliable Recordkeeping System

Associations can mitigate risks by establishing a recordkeeping system that prioritizes accuracy, accessibility, and regulatory compliance. Here are key practices to keep in mind:

– Implement a Clear Retention Policy: Associations should have a structured policy that outlines the specific retention periods for each type of document, from financial statements to meeting minutes. Local laws and community specific rules often mandate these periods, so it’s essential to consult legal standards and governing documents.

– Invest in Digital Recordkeeping: Digital storage allows for efficient organization and retrieval, reduces physical storage needs, and makes it easier to share information with residents or auditors. When using digital systems, ensure all files are backed up regularly and access is password-protected to maintain security.

– Conduct Routine Audits of Records: Regularly reviewing records helps identify any gaps, errors, or areas where documentation may be missing. Routine audits ensure that all documentation is complete and up to date, preparing the association for any record requests or legal needs that arise.

– Engage Professional Minute-Taking Services: For critical records such as meeting minutes, professional minute-taking services ensure impartial, precise documentation aligned with industry standards and maintain consistency in recordkeeping. This extra layer of accuracy ensures that minutes reflect actions taken without bias or unnecessary detail, which can prevent potential liability issues.

Protecting Your Community Through Better Recordkeeping

Poor recordkeeping can lead to real challenges that ripple through a community association, affecting everything from legal protection to financial health and everyday operations. By putting strong recordkeeping practices in place, investing in systems that make organization easy, and relying on professional services such as those from Minutes Solutions, communities can protect their operations, avoid unnecessary risks, and build trust with residents.

At Minutes Solutions, we specialize in minute-taking services that deliver:

– Compliance and Accuracy: Minutes that meet regulatory standards and are ready for legal use.

– Efficiency and Accessibility: Organized records that simplify responses to residents and auditors.

– Accountability and Transparency: Clear, action-focused minutes that build resident trust.

Protect your community and its hard work by prioritizing accurate, reliable records. Contact Minutes Solutions today to learn how we can support your association with professional and objective minute-taking services.

accurate meeting minutes in local government

The Importance of Accurate Meeting Minutes in Local Government

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The Importance of Accurate Meeting Minutes in Local Government

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Accurate and timely meeting minutes play a vital role in local government, where decisions impact entire communities. These records serve as more than a summary of discussions—they are essential to ensuring transparency, accountability, and effective governance. In this article, we’ll explore the importance of thoroughly documenting government meetings and how this practice helps maintain public trust while supporting the smooth functioning of local government operations.

1. Ensuring Legal Compliance

Meeting minutes serve as the official record of governmental actions and decisions. This documentation is not merely a formality; it is a legal requirement. Many jurisdictions have open meeting laws, often referred to as Sunshine Laws, which mandate transparency in government operations. Accurate and timely minutes ensure that these laws are adhered to, safeguarding the government from legal challenges and ensuring that decisions are recorded and implemented according to the rule of law.

2. Promoting Transparency and Accountability

In a democratic society, transparency is the cornerstone of public trust. Citizens have the right to know how decisions that affect their lives are made. By providing a clear and accessible record of government proceedings, meeting minutes promote transparency, allowing the public to understand the rationale behind decisions. This, in turn, holds government officials accountable, as their actions and decisions are on public record.

3. Providing a Reference for Future Decisions

Governance is an ongoing process where past decisions often influence future actions. Accurate meeting minutes provide a reliable reference for future decision-making. They offer context and continuity, ensuring that officials can review and understand the considerations that led to previous decisions. This continuity is vital for consistent and informed policy-making.

4. Facilitating Dispute Resolution

In any government setting, disputes and challenges are inevitable. Whether it’s a legal challenge to a decision or a disagreement among officials, accurate meeting minutes can serve as critical evidence. They provide a factual record of what was discussed, decided, and approved, helping to resolve disputes efficiently and fairly.

5. Encouraging Public Engagement

Active citizen participation is essential for the health of any democracy. Up-to-date meeting minutes enable citizens to stay informed about local government activities, fostering a more engaged and informed public. When citizens can easily access and review the minutes, they are more likely to participate in governance, attend meetings, and contribute to the decision-making process.

6. Preserving Historical Records

Meeting minutes are a vital part of a local government’s historical record. They document the evolution of policies, the response to community needs, and the changes in governance over time. This historical record is invaluable not only for current decision-makers but also for future generations, providing insights into the development and growth of the community.

7. Enhancing Government Efficiency

Efficiency in government operations is greatly enhanced when meeting minutes are promptly recorded and easily accessible. Clear and accurate minutes ensure that everyone involved in governance has a shared understanding of previous decisions and ongoing discussions. This prevents misunderstandings, reduces the need for repeated discussions, and streamlines the decision-making process.

8. Supporting Cross-Departmental Awareness

Decisions made by one committee or department often impact others in government. Well-documented meeting minutes keep staff informed about developments in areas that affect their work, ensuring they have the context needed to understand how changes might influence their responsibilities. This fosters better coordination, reduces conflicts, and promotes more efficient operations across departments, leading to improved outcomes for the community.

9. Meeting Compliance with Funding and Grant Requirements

Local governments often rely on grants and external funding from other levels of government to support various initiatives. Many of these funding sources require detailed documentation of government actions and decisions. Accurate meeting minutes are crucial in meeting these requirements, ensuring that the government can secure and maintain the necessary funding.

10. Protecting Against Liability

Finally, accurate and well-maintained meeting minutes can protect local governments and their officials from liability. By clearly documenting the decision-making process, meeting minutes provide evidence that actions were taken in accordance with the law and based on due diligence. This can be crucial in defending against legal claims or allegations of misconduct.

Conclusion

In conclusion, prompt, accurate, and up-to-date meeting minutes are essential for the effective and transparent functioning of local governments. They ensure legal compliance, promote transparency, support decision-making, and protect against liability. For town and city clerks, as well as their support staff, maintaining high standards in minute-taking is not just a procedural task—it is a vital responsibility that underpins the trust and effectiveness of local governance. By prioritizing meticulous documentation, local governments can better serve their communities and uphold the principles of good governance.

WEBINAR: Navigating the Maze – Best Practices for Board Meetings

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WEBINAR: Navigating the Maze – Best Practices for Board Meetings

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Maximise the effectiveness of your board meetings with insights from CAI Canada’s Navigating the Maze: Best Practices for Board Meetings webinar. Hosted by Matt McEwan of Minutes Solutions, this session brings together industry experts, including property manager Babak Ardalan of Papak Management, condo lawyer Bradley Chaplick of LDDC, and Ben Zelikovitz of GetQuorum. They share strategies on integrating technology, streamlining processes, and improving governance to enhance your meetings. They also address important questions from the audience covering a range of topics, including how to deal with unprepared board members, who is responsible for the accuracy of meeting minutes, and many more.

Learn how to adapt to the rise of virtual and hybrid meetings, craft purposeful agendas, and ensure decisions are documented correctly. This webinar is essential for property managers and board members seeking to stay current on the latest legal updates and best practices, helping them run more productive, strategic, and governance-focused board meetings.

For actionable advice on refining operations and communication for better community governance, access the full webinar below.

Watch Here
board meeting

Outsourcing Corporate Meeting Minutes: A Strategic Advantage

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Outsourcing Corporate Meeting Minutes: A Strategic Advantage

Posted on by Wendu Ejim

In today’s fast-paced corporate environment, the accuracy and timeliness of meeting documentation are more critical than ever. Meetings are where decisions are made, strategies are formed, and actions are set in motion. Whether it’s board meetings, executive sessions, or departmental check-ins, proper minute-taking is essential to ensure that discussions are captured accurately and decisions are documented clearly. However, the responsibility for this crucial task often falls on individuals within the organization who may not have the time, expertise, or objectivity to do it justice.

The Challenges of Handling Minutes Internally

Minute-taking, while essential, is time-consuming and can detract from the more mission-driven tasks that employees are hired to perform. Staff members who are tasked with this duty often find themselves spending significant time documenting discussions rather than contributing to the strategic objectives of the meeting. Moreover, the responsibility of minute-taking tends to fall disproportionately on female employees, which can add an additional layer of frustration and inequity in the workplace.

Another challenge is the lack of objectivity when internal staff take minutes. Personal biases or misunderstandings can creep in, leading to inaccurate documentation. This, in turn, can result in management spending valuable time reviewing and amending minutes, especially when there isn’t a strong, experienced minute-taker in place. Additionally, capturing too much detail can inadvertently expose individuals or the corporation to legal risks, while capturing too little can lead to miscommunication and accountability issues down the line.

The Advantages of Outsourcing to a Professional Minute-Taking Service

Outsourcing minute-taking to a professional third-party service can significantly alleviate these challenges. By entrusting this task to experts, corporations can free up their staff to focus on their core responsibilities, enhancing productivity and efficiency. This can also serve as a valuable perk in attracting and retaining top talent, as employees no longer have to worry about being saddled with this tedious task.

Professional minute takers are trained to document meetings accurately and efficiently, allowing participants to engage fully in discussions without being distracted by the need to take notes. Prompt and precise minutes are crucial for facilitating the completion of action items and holding individuals accountable for the decisions made during meetings. This service is particularly beneficial for large and midsize corporations where the minute-taking requirements are extensive and time-consuming. Clear and concise minutes can be used as an effective communication tool to keep teams and committees, who were not involved in the meeting, informed.

Moreover, outsourcing can lower staffing costs, as companies do not need to allocate additional resources to this task or potentially hire extra staff to manage it.

Concerns with Outsourcing

Despite the clear benefits, some organizations may have reservations about outsourcing their minute-taking. Concerns may arise around whether an outsider can fully comprehend and accurately capture the subject matter discussed during meetings. Confidentiality is another significant concern, as sensitive information is often shared during corporate meetings. Additionally, there may be questions about the reliability of the service provider—can they be trusted to manage the coordination, scheduling, and revisions efficiently?

How Minutes Solutions Addresses These Concerns

At Minutes Solutions, we understand these concerns and have developed robust processes to address them. Our team consists of experienced professionals who are trained to capture the essence of complex discussions accurately, regardless of the industry or subject matter. By using a consistent minute taker for your meetings and incorporating your feedback, we accelerate the familiarization process and become a part of your extended team in no time.

Confidentiality is our number one priority, and we’ve implemented stringent security measures to ensure that your information remains protected at all times. Furthermore, every member of our team signs a non-disclosure agreement, and we are happy to execute one specific to your organization.

Reliability is at the core of our service. With the largest team of professional minute takers in the industry and a dedicated support team in place to assist with every aspect of the minute-taking process, from scheduling to final amendments, we ensure a seamless experience for our clients. By outsourcing your minute-taking to Minutes Solutions, you can rest assured that your meetings will be documented with the highest level of professionalism and accuracy.

Key Takeaways

Outsourcing corporate meeting minutes to a professional service like Minutes Solutions offers numerous benefits, including freeing up staff time, enhancing productivity, and ensuring accurate and objective documentation. While there may be concerns about subject matter comprehension, confidentiality, and reliability, these can be effectively addressed by choosing a trusted and experienced provider. By doing so, corporations can better focus on achieving their business objectives, knowing that their meeting documentation is in capable hands.

How to Properly Amend Meeting Minutes

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How to Properly Amend Meeting Minutes

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Amending meeting minutes is an important yet often misunderstood aspect of board governance. Ensuring that the historical record accurately reflects the decisions and discussions of a board is crucial, but so is maintaining clarity in each set of minutes. When it comes to documenting amendments, a balanced approach is necessary—one that prioritizes both accuracy and brevity.

One common question that arises is whether amendments to previous minutes must be detailed in the minutes of the meeting where those amendments are discussed and approved. The straightforward answer is no; there is no need to clutter the current minutes with a detailed account of the corrections made to past minutes.

Best Practices for Documenting Amendments

When a board approves amendments to a previous set of minutes, the current minutes should simply note that the board approved the minutes “as amended.” This method keeps the record straightforward and avoids unnecessary repetition. The actual content of the amendments should only be detailed in the original set of minutes being corrected, not in the minutes of the current meeting.

This approach is not only efficient but also aligns with recommendations from professional registered parliamentarians, such as those credentialed by the National Association of Parliamentarians. These experts suggest that minutes should focus on recording actions and outcomes rather than the discussions or corrections themselves.

Why Streamlining is Important

By avoiding detailed descriptions of amendments in the current meeting’s minutes, organizations can maintain a clear and concise record. This is particularly important for boards that meet frequently or have extensive discussions, as it ensures that the minutes remain a useful and accessible reference for future meetings.

In addition, this practice supports the integrity of the meeting minutes as a historical record. The primary purpose of minutes is to document decisions and actions taken, not to serve as a transcript of every word or correction made. By limiting the detail included in the record, boards can avoid confusion and maintain a focus on the significant outcomes of each meeting.

Implementing This in Your Organization

To adopt this best practice, it is essential to communicate the procedure clearly to all members involved in the minute-taking and approval process. Ensure that everyone understands that the phrase “as amended” will be used in the current minutes to indicate that corrections were approved without detailing the specific changes.

Furthermore, consider updating your organization’s minute-taking policies to reflect this approach. By formally adopting this streamlined process, your board can consistently produce minutes that are both accurate and concise.

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HB 1021: What Florida Condo Boards Need to Know About the New Law 

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HB 1021: What Florida Condo Boards Need to Know About the New Law 

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Florida’s new House Bill 1021 (HB 1021), commonly known as Condo 3.0, went into effect on July 1, 2024. What does this mean for condo owners and boards in Florida? Let’s dive in to find out.

The Legislative Background

The collapse of the Champlain Towers South in Surfside, Florida, in June 2021 was a devastating event that exposed severe regulatory shortcomings in the oversight of condominium buildings. In response, Florida lawmakers introduced a series of reforms culminating in HB 1021, aimed at enhancing building safety and the governance of condo associations. Governor Ron DeSantis signed HB 1021 into law on June 14, 2024. The majority of its provisions came into effect on July 1, 2024, while certain transparency requirements will begin on October 1, 2024, giving condo associations time to comply with the new standards.

Key Features of HB 1021

  1. Structural Integrity Reserve Studies
  • Condos that are three stories or higher must undergo Structural Integrity Reserve Studies (SIRS) every 10 years, starting at either 25 or 30 years old depending on their proximity to the coast.
  • Within 45 days after receiving the SIRS, the association must distribute a copy of the report, or a notice that the report is available for inspection/copying upon written request, to all the unit owners.
  1. Increased Transparency
  • Condos with 25 units or more must create websites to display important documents such as bylaws, budgets, and contractor lists by October 1, 2024. This measure aims to keep owners well-informed and reduce misuse of funds through greater transparency.
  • Detailed financial reporting, including monthly income and expense statements and annual reports, must be provided by condo associations.
  1. Education and Anti-Corruption Measures
  • Existing directors must complete a four-hour educational curriculum by June 30, 2025, intended to help them provide adequate oversight and ensure responsible governance. Newly appointed directors will have 90 days to complete the training course.
  • The bill revises Florida’s anti-SLAPP laws, preventing board members from using association funds for defamation actions. It also includes criminal penalties for kickbacks, fraudulent voting activities, and withholding records.
  1. Strengthened Enforcement
  • The Department of Business and Professional Regulation (DBPR) is allocated $7.5 million annually to hire staff for stricter enforcement actions against mismanagement or corruption in condos.
  • The Division of Condominiums has enhanced authority to remove board members found guilty of fraud or conflicts of interest.

Impact on Community Association Boards

The new law places significant responsibilities on community association boards, especially regarding record keeping and transparency:

1. Record Keeping Requirements

  • Condo associations must maintain extensive records, including financial statements, building permits, and educational certificates of board members. These records must be made available for inspection upon written request. Repeated refusal to release records is classified as a second-degree misdemeanor, escalating to a third-degree felony if the refusal is to cover up crimes.
  • Associations with 25 units or more are required to publicly post building records online, ensuring that all owners have access to important information about the property’s condition and management.

2. Challenges and Compliance

  • Meeting these new requirements may be challenging for many condo boards and their management teams due to the increased amount of administrative work required. For communities where regular inspections and proper reserve funding has been neglected, becoming compliant may result in increases to condo fees, creating an unexpected financial burden on owners.
  • Educational requirements for directors, along with the increased scrutiny brought on by HB 1021, may make it more difficult to recruit the volunteers needed to serve as members of the board.
  • Mixed-use condos present unique challenges, potentially leading to legal disputes between owners, associations, and developers over property rights and expenses.

HB 1021 represents a significant shift in the governance and operation of condo associations in Florida. Understanding and adhering to these new regulations is crucial for condo managers and directors. By maintaining detailed documentation and ensuring transparency, associations can navigate the complexities of the new legal landscape, ensuring safety and accountability. Partnering with a professional third-party minute-taking company like Minutes Solutions can provide the necessary support to keep accurate records, helping associations remain compliant and focused on their core responsibilities.

How Often Should Community Association Boards Meet?

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How Often Should Community Association Boards Meet?

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Community association boards serve the community by maintaining the quality of life in condominiums, homeowners associations, and cooperatives. They are responsible for the governance and management of the community, ensuring that residents’ needs are met and community standards are upheld. To achieve this, a board must meet regularly to conduct business and make decisions essential for fostering a successful and thriving community. But how often should community association boards meet to fulfill their role? Here are some factors to consider.

Local Laws and Bylaws:

Local laws rarely specify how often board meetings must occur, but it is worth checking the regulations that govern your community association. Some jurisdictions have sunshine laws requiring certain meetings to be open to community members. Additionally, your board’s governing documents, particularly the bylaws, usually outline the minimum number of required meetings. Adhering to these guidelines is essential, as failing to do so undermines the board’s responsibility to maintain proper governance practices. However, boards may need to meet more often based on the specific needs and circumstances of their community. 

Age and Size of the Community

The age and size of a community can greatly influence how often board meetings are needed. Newer communities may require more frequent meetings to address initial setup issues, such as establishing governance documents, creating budgets, and addressing new residents’ concerns. In contrast, older communities with established systems may not need to meet as often. Larger communities, with more residents and potentially more issues to manage, might benefit from more frequent board meetings, such as monthly or bi-monthly meetings to ensure all issues are addressed promptly. Smaller communities might find quarterly meetings sufficient to manage their affairs effectively.

Recent Events and Crisis Management

Recent events can significantly impact the need for more consistent board meetings. For instance, a community recovering from a natural disaster, like a hurricane, may require regular meetings to coordinate recovery efforts, manage insurance claims, and communicate with residents. Once the crisis has passed, the meeting schedule can return to normal. 

Similarly, when a new board replaces one found to be corrupt or neglectful, more regular meetings are likely necessary to resolve existing issues swiftly, communicate progress to residents, and rebuild community trust. This proactive approach is essential for stabilizing the community and laying the groundwork for long-term improvements.

Level of Community Engagement

In communities where board meetings are open to the public, regular meetings can enhance transparency and trust by providing a platform for residents to voice concerns, ask questions, and stay informed. However, while residents appreciate this opportunity, many do not consistently attend meetings. Therefore, to increase turnout and engagement, boards should maintain a fixed meeting schedule, include agenda items that interest residents, and ensure they follow through on approved decisions. 

Benefits of More Regular Meetings

Regular meetings offer several key benefits, including timely decision-making, which prevents issues from escalating or being neglected, especially for maintenance requests, financial planning, and community disputes. They enhance communication among board members and between the board and the community, leading to better understanding and cooperation. Regular meetings also hold board members accountable for their tasks and responsibilities, building trust within the community and keeping members focused. Finally, more regular meetings allow the board to address issues proactively, saving time and resources in the long run. 

Balancing Frequency with Efficiency

While it’s important to meet frequently enough to address community needs, boards must also avoid meeting so often that it becomes inefficient. Meetings require time and resources, and overly frequent meetings can lead to burnout among both community managers and board members, reducing productivity. Finding the right balance is essential. Boards should establish a meeting schedule that allows for thorough discussion and decision-making without overwhelming the board members, management team, or the community. 

Ultimately, the frequency of meetings should balance the community’s needs and activity level, ensuring effective governance and timely decision-making without risking burnout.

How to Ratify Decisions Made Outside of Board Meetings

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How to Ratify Decisions Made Outside of Board Meetings

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How to Ratify Decisions Made Outside of Board Meetings

Did you know that decisions your board makes outside formal meetings are not binding until they are ratified at the next properly constituted meeting?

Many jurisdictions mandate that boards cannot conduct business outside formal meetings and define meetings as forums during which members must be able to communicate live and in real time. Therefore, unless local legislation allows it, decisions made between official meetings – even in writing (e.g., by email) – must be confirmed (ratified) at the next board meeting to ensure their validity.  An informal decision that is not ratified at a formal meeting could pose significant legal risk to your organization: A court or governing body may deem it void or unenforceable, which could lead to costly legal battles, reputational damage, and even the invalidation of important board decisions.

Best Practices for Ratification

To ensure good governance and legally valid decisions:: 

  • Reserve informal decision-making outside meetings to uncontroversial items only.
  • Ratify unofficial decisions at the next duly constituted board meeting. Adequate notice of the meeting must be given as defined by local legislation or your organization’s bylaws, and quorum must be met.
  • Designate on the agenda of the official board meeting time to discuss the informal decisions that were made outside the meeting. 
  • Provide a meeting package of background materials about unofficial decisions that the meeting is scheduled to consider ratifying, including any written comments or informal decision-making (e.g., emails). 
  • Document the ratification in the meeting minutes.

Decisions can be ratified during a meeting by a formal motion or, for smaller boards of up to a dozen members, by casual agreement. Either way, the approval must be explicitly documented in the meeting minutes, which serve as the official record. 

Documenting Ratification by Formal Motion

A board member can make a formal motion at the meeting to ratify the decisions that were taken outside the meeting. If the board passes the motion by a majority vote, document the carried motion in the meeting minutes. 

Consider a scenario where a board made several decisions via email between meetings. At the next meeting,  the board can group and ratify all the decisions together into a single motion, where the motioner and seconder are named in the introductory statement and each approval is listed as a bullet point that contains all the information relevant to the decision:

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approvals of the following quotes:

  • JJN Renovations: – $2,599 plus tax to supply and install 10 stainless steel corner guards
  • Pro-Tech Glass Windows and Doors Ltd. – $7,624.58 (tax included) to replace nine glass panels in various units
  • Signature Electric – $2,320 plus tax to repair deficiencies related to thermographic scanning

Motion carried.

Alternatively, each ratified item can have its own topic-specific heading, with the motioner and seconder repeated for each. This format makes it easier to locate specific motions by subject:

JJN Renovations

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approval for JJN Renovations to supply and install 10 stainless steel corner guards for $2,599 plus tax. Motion carried.

Pro-Tech Glass Windows and Doors Ltd.

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approval for Pro-Tech Glass Windows and Doors Ltd. to replace nine glass panels in various units for $7,624.58 (tax included). Motion carried.

Signature Electric

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approval for Signature Electric to repair the deficiencies related to thermographic scanning for $2,320 plus tax. Motion carried.

Documenting Ratification by Casual Agreement

Smaller boards often have a more casual style and confirm decisions without passing a formal motion. This approach to ratification is valid as long as the board reaches consensus during the meeting and explicitly documents its agreement in the meeting minutes. 

For example: “The Board ratified the email approval for JJN Renovations to supply and install 10 stainless steel corner guards for $2,599 plus tax.”

Legal Considerations

The legality of conducting and ratifying decisions via email may vary by jurisdiction. For instance, some local statutes and legislation, such as Ontario’s Condominium Act, require that members must be able to communicate “simultaneously and instantaneously” for a meeting to be duly constituted. This disqualifies email decisions from being valid. Always ensure that your board’s practices comply with relevant legislation, as it takes precedence over an organization’s bylaws.

Properly ratifying board decisions taken outside meetings ensures that all approvals are legally binding and recognized. By following best practices for ratification, boards can maintain good governance and uphold the integrity of their decision-making processes. 

PODCAST: Key Strategies to Improve Your HOA Board Meetings 

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PODCAST: Key Strategies to Improve Your HOA Board Meetings 

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Are you a member of your Homeowners Association (HOA) board and find yourself leaving meetings feeling more frustrated than accomplished? If so, you’re not alone. Many board members face similar challenges.

On episode 50 of HOA Insights: Common Sense for Common Areas, Noah Maislin of Minutes Solutions and Robert Nurdlund of Association Reserves discuss best practices for HOA board meetings.

Having a productive meeting starts with preparation. In this episode, Noah Maislin emphasizes the need for board members to be armed with accurate information and well-thought-out ideas to ensure meaningful conversations during the meeting.

Transform your board meetings from dreaded tasks into efficient and even enjoyable sessions. Tune in to this episode to learn from the experts and bring a new level of professionalism and organization to your board activities.

Listen Here

Minutes Solutions Inc.

As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for organizations in a wide variety of industries. As community association experts, Minutes Solutions is trusted to take minutes for the Community Associations Institute (CAI). 

Since 2014, the company has provided minute-taking services for over 50,000 meetings for more than 4,000 communities and organizations across North America. Its cohort of over 150 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

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VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

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Join Matt McEwan of Minutes Solutions, and Steve Roderick and David Velasco of JGS Insurance, as they dive into the realm of community association meetings in episode 159 of Community Association Car Chat.

In this episode, they discuss the challenges of minute taking for community associations and the benefits of professional minute takers. Matt walks you through the process of utilizing our minute-taking services and highlights the key qualities that make a great minute taker.

Additionally, he delves into the differences between minute takers and stenographers, providing valuable insights to help you navigate your options effectively.

Ready to enhance the efficiency of your community association meetings? Watch the video to gain valuable insights and learn how to start putting your meeting minutes to work.

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Minutes Solutions Inc.

At Minutes Solutions Inc., we don’t just document meetings; we transform them. With a wealth of experience specializing in professional minute-taking for community associations, our team stands ready to elevate your meetings to new heights. 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 Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.