Category: General

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.

Meetings play a pivotal role in decision-making, idea generation, and team alignment. A vital component at the center of these interactions is meeting minutes. These seemingly straightforward documents form the foundation of organizational memory, capturing the core of conversations, consensus, and action items. Meeting minutes are a cornerstone for every organization, whether corporate entities or community associations, crucial for reaching resolutions and tracking progress.

As boards often find themselves delving into the intricacies of past deliberations or judgments, the necessity of reviewing meeting minutes becomes apparent. However, this task can become cumbersome, particularly if the minutes are improperly transcribed or challenging to recall. Learning how to take minutes effectively, therefore, proves important for any organization.

Minute-taking can be a daunting task, but it is also crucial. Keeping a fair and unbiased record of decisions can go a long way toward

Understanding the Purpose and Significance of Minutes

To comprehend how to take minutes effectively, it’s crucial to recognize their multifaceted role. Meeting minutes serve as more than just records; they encapsulate the essence of meetings, providing a tangible reference for understanding discussions, decisions, and follow-up actions.

While the task of minute-taking may seem daunting, it is undeniably crucial. Crafting meaningful minutes isn’t solely about transcribing dialogue; it’s an art that demands precision, clarity, and a profound understanding of the meeting. Maintaining a fair and unbiased record of decisions significantly contributes to reinforcing a proactive relationship between the board, management, and all participants.

The Art and Science of Minute-Taking

Minute-taking is a nuanced blend of both art and science, amalgamating structured methodologies with subjective interpretation and effective communication. Scientifically, it involves systematic recording, standardized formats, accuracy, and adherence to compliance standards. It demands technical proficiency and objective representation, ensuring the accuracy and legality of the recorded information.

However, the art of minute-taking lies in selective interpretation, clarity in communication, and contextual understanding. It involves distilling discussions into clear, concise records, capturing not just words but also the essence and implications behind them. The minute-taker must adapt their style based on the meeting’s nature, balancing structured methodologies with adaptability.

8 Steps to Great Minute-Taking

A question that often arises is: How can I ensure I’m taking good meeting minutes? Here are eight tips for crafting a quality set of minutes:

1. Listen actively: Active listening plays a crucial role in the process of how to take minutes effectively during meetings. It involves more than just hearing words; it’s about understanding the underlying messages, key points, and decisions being communicated. This skill enables the minute-taker to capture not only the facts but also the context, when appropriate. When one masters how to take minutes through active listening, they can accurately record the essence of the meeting, ensuring that the minutes are a reliable and useful resource for all stakeholders. Active listening aids in distinguishing between critical decisions and general discussions, making the minutes concise and focused.
2. Know what to include: When taking minutes, discretion is necessary. Not every spoken word finds its place in the minutes. Table talk that does not contribute to relevant topics should be omitted. Focus on substantive content; avoid including non-contributory information that does not align with the meeting’s objectives.
3. Be clear: Minutes should provide a clear snapshot of who participated and the backdrop in which discussions unfolded. If a future board member recalls past minutes, they should be able to clearly identify who was present and understand the context of what took place. List out meeting attendees by name, title, and affiliation or purpose, including guests and representatives.
4. Be consistent: A good set of minutes maintains consistency throughout, fostering readability and professionalism. From formatting to language use, maintaining a standardized approach across all minutes enhances their accessibility and comprehension.
5. Use impartial language: Objective language is pivotal in minute-taking. Using impartial language, free from personal biases or affiliations, ensures neutrality and accuracy in recording decisions and discussions. Refrain from writing in the first or second person.
6. Understand when to use in-camera minutes: Confidential matters require discretion. Items pertaining to employees of the organization, investigations, lawsuits, or specific members or residents typically need to be kept separate in an in-camera section, ensuring restricted access as necessary.
7. Edit carefully: Key to understanding how to take minutes is understanding how to edit minutes. The integrity of minutes hinges on their accuracy and clarity. Implement stringent editing procedures to refine and enhance the quality of your minutes. Ensure your minutes are properly edited for content, grammar, and syntax.
8. Structure your notes: Knowing how to take minutes effectively includes systematically organizing your notes. Utilize bullet points or structured outlines to ensure a logical flow, making it easier to comprehend and reference later.

Mistakes to Avoid When Taking Minutes

While mastering the art and science of minute-taking is crucial, steering clear of common pitfalls is equally essential for crafting effective and error-free meeting minutes. Here are some mistakes to be wary of:

1. Lack of Preparation: Failing to prepare adequately before a meeting can lead to incomplete or inaccurate minutes. Review the agenda and other meeting materials, understand the meeting’s objectives, and familiarize yourself with the topics to ensure you capture the substance of the discussions accurately.
2. Ignoring Context: A common mistake is overlooking the context of discussions. Ensure that your minutes provide enough context for future readers to understand the rationale behind decisions and action items. Context is key to the comprehensibility of the documented information.
3. Lack of Clarity in Action Items: Clearly articulating action items is vital for accountability and follow-up. Ambiguous or unclear descriptions of tasks can lead to confusion and hinder the effective execution of decisions made during the meeting.
4. Inadequate Archiving: Failing to properly archive minutes is a significant oversight. Ensure that you have a secure and easily accessible storage space for your meeting minutes. This step is crucial not only for maintaining legal compliance but also for future reference, audits, or unexpected circumstances where historical meeting records become essential.

By steering clear of these common mistakes, you not only enhance the quality of your meeting minutes but also contribute to the overall effectiveness and professionalism of your organization’s documentation processes.

How Professional Minute-Taking Can Help

While the aforementioned tips can assist in creating a good document, it is equally important to recognize the value of professional third-party minute-taking services. While internal minute-taking efforts may be effective, there are distinct advantages to outsourcing this crucial task to specialized providers.

One compelling reason to consider professional third-party minute-taking services is the assurance of impartiality and objectivity. External minute takers bring a level of independence that can be challenging to achieve internally. Their primary focus is on accurately capturing the proceedings without being influenced by internal dynamics or biases, ensuring a more neutral and objective record of the meeting.

Moreover, professional minute-taking companies often employ seasoned experts who are well-versed in the intricacies of minute-taking. The minute takers at Minutes Solutions, for instance, undergo in industry best practices, ensuring a high level of accuracy, consistency, and adherence to legal and compliance standards. By entrusting minute-taking to skilled specialists, organizations can benefit from a comprehensive and reliable record of their meetings.

Another advantage of opting for professional third-party services is the potential for increased efficiency and time savings. Dedicated minute-taking companies have streamlined processes and resources in place to handle minute-taking efficiently. This allows internal teams to focus on their core responsibilities, enhancing overall productivity and freeing up valuable time for more strategic tasks.

Furthermore, the use of third-party minute-taking services adds an extra layer of accountability to the process. At Minutes Solutions, we have established protocols for and editing, ensuring that the final minutes undergo thorough scrutiny before being presented to the board for approval. This systematic approach minimizes the risk of errors or oversights, providing a higher level of confidence in the accuracy and completeness of the minutes.

Conclusion

Meetings constitute a pivotal aspect of organizational dynamics, playing a central role in decision-making, and the crucial component that sustains the essence of these interactions is meeting minutes. As seemingly straightforward documents, they serve as the foundation of organizational memory, capturing the core of conversations, consensus, and action items.

Whether in corporate or community settings, they serve as a cornerstone for resolutions and progress tracking. However, the process of navigating through these minutes can be cumbersome, especially when improperly transcribed or challenging to recall. Hence, understanding the art and science of minute-taking becomes indispensable for any organization. In addition to following the eight steps for effective minute-taking, it’s equally essential to be mindful of common mistakes that can compromise the quality of meeting minutes.

By recognizing the multifaceted role of meeting minutes and avoiding pitfalls such as lack of preparation, ignoring context, unclear action items, and inadequate archiving, organizations can enhance the professionalism and effectiveness of their documentation processes.

Considering the value of impartiality, expertise, efficiency, and accountability, organizations may find significant benefits in opting for professional third-party minute-taking services. Providers like Minutes Solutions Inc. bring a wealth of experience, rigorous training, and a commitment to industry best practices. Outsourcing minute-taking ensures an unbiased and accurate record of meetings, allowing internal teams to focus on strategic tasks while benefiting from the expertise of dedicated specialists. Board members and management can confidently review the final product, knowing it reflects a professional and unbiased perspective on the proceedings.

In the fast-paced and demanding landscape of modern organizations, the decision to leverage professional minute-taking services can be a strategic investment in the efficiency and effectiveness of organizational processes.

Minutes Solutions Inc.

Minutes Solutions is your dedicated and trusted ally, committed to enhancing the efficiency and accountability of organizations. As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for boards across various fields. Since its establishment in 2014, the company has provided minute-taking services for over 45,000 meetings, benefiting more than 3,000 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. This unwavering commitment ensures that boards can streamline their administrative processes, allowing them to focus on what they do best.

The job of a property manager is a challenging one. They are responsible for coordinating the maintenance of the building, supervising outside contractors for any major projects, keeping in close communication with the board of directors, and managing the daily issues that arise. With many irons in the fire, monthly board meetings can be an extensive amount of work to prepare for. It would seem natural for the manager to also keep the minutes of the board meeting, since they are the ones who are most aware of all of the activity that is happening in the condo. However, there are many reasons that the manager is not the best person for the job.

5 Reasons Why a Manager

Should Not Take the Minutes

1. Impartiality

When aspects of the property manager’s job are being questioned or challenged by board members, it can be difficult to keep impartial and professional minutes. However, it is essential for information to be given that is without bias or emotion. It would be nice if every board of directors got along harmoniously and worked together, but this is not always the case. Residents need to know that they are getting the impartial truth and will not have to question what they are reading.

2. Professionalism

It is easy to get caught up in the “he said, she said” of board meetings. However, minutes from board meetings are not a transcript of every word that was said. In properly formatted minutes, things like decisions, approvals and motions need to be included. Of course, there are things that need to be left on the cutting room floor: he said, she said, table fodder, as well as personal opinions or preferences.

It is also important that minutes are recorded in a proper format that makes the document easily readable, understandable, and consistent from month to month. Points are laid out clearly and succinctly. If they are not, the reader could misinterpret the meaning of the document. Property managers have tremendously demanding jobs. If they are responsible for taking the minutes, editing and formatting may take a back seat to other priorities that require more immediate attention. This, as well as other factors, can cause a delay in their completion and accuracy, if the responsibility to take the minutes falls on them.

3. Active Versus Passive Participation

Robert’s Rules of Order is a parliamentary model for conducting board meetings which provides procedures and rules that permit a deliberative assembly to come up with efficient decisions.[1] It is used by many types of organizations, including the United Nations. Robert’s rules suggest that minute takers are not to be active participants in the conversation.

4. Minutes That Will Stand up in Court

Minutes are an official and legal record of a meeting. Having properly documented minutes is required under the Condominium Act. Unfortunately, there are times when minutes are required in the event of a lawsuit. No one wants their corporation to be liable because of minutes that were not taken properly. Clear and concise minutes will only help a corporation in the case of a potential lawsuit.

5. CMRAO Code of Ethics

The CMRAO stands for The Condominium Management Regulatory Authority of Ontario and is a self-funded non-profit corporation that is accountable to the Ontario Ministry of Government and Consumer Services (MGCS).[2] This corporation helps managers and management companies by providing protection in the increasingly popular condo market in Ontario. The Code of Ethics gives the rules that condo managers and management companies need to follow.  One of the requirements covered by the Code attempts to prevent fraud, error or conflict of interest.  Having a manager or board member take the minutes can be a conflict of interest.

Possible Solutions

So That Your Minutes Are Done Properly

1. Using a Board Member to Take Minutes

It is important for the property manager to be fully engaged in a meeting. One way to do this is to use the board secretary or another board member to record the minutes. Although it is not ideal, it is a better option than having it fall to the busy property manager.

2. Hiring a Third-Party Minute Taker Is Well Worth the Investment

The best possible solution is to find a trusted third-party minute taking company to record the minutes for your meetings. This will ensure unbiased and honest records about the decisions the board is making. Just as you would use a real estate agent to sell your home, trust only a professional with the important details about your condominium. Using a professional will give residents confidence and trust in their condominium board and manager. Happy residents ultimately make the job of a property manager much easier.

[1] http://www.rulesonline.com
[2] https://www.cmrao.ca/en-US

Taking minutes for an HOA or condo meeting can be arduous, intimidating, and a misunderstood procedure. But make no mistake, meeting minutes are crucial and – if taken incorrectly – could cost the community financially.

Condo board meeting minutes are not supposed to be a verbatim recording of what happened at the meeting, but rather they are an official record of the decisions taken by the board of directors. It is where the motions, votes on motions, action items, and notations of items tabled for a future meeting are memorialized. These minutes play a pivotal role in maintaining transparency and accountability within the community.

They are a living written history of the association and provide a linear record of the decisions made over the tenure of many boards of directors. Minutes should be kept for many years and, depending on where you live, there are often time horizons given for how long they are to be kept. They provide continuity and if there is a lawsuit, condo board meeting minutes are considered a significant evidentiary document.

This is why it is critical that minute taking is done properly. Boards often consult the meeting minutes to resolve conflicts and incorrectly taken minutes may instead escalate a dispute. The accuracy and clarity of these minutes can significantly impact the efficiency and effectiveness of board decision-making.

Some associations adapt an established set of rules of order such as Robert’s to their own needs to run their meeting. Rules of order give specific direction on how a meeting is conducted and how the meeting minutes should be recorded.

Unless the organization’s governing documents are specific as to who is responsible for composing the condo board meeting minutes, almost anybody can do this task – but this does not mean anybody should. The importance of accuracy in these minutes cannot be overstated, as they serve as a legal record of the board’s actions.

Minute taking is sometimes done by the property manager or directors on the board – often the secretary. Look at your governing documents to see who is responsible for the minutes and in most cases, it will be the secretary. But while the board’s secretary is the keeper of the association’s important documents including the minutes, it does not mean they have to – or should – actually write them. Having a board member take minutes sidelines a key decision maker who may be too distracted by the task of writing about the meeting to actually contribute to it.

Another option is to engage a third party to take the minutes. These services provide clients with a professional who is well-versed in what must be in condo board meeting minutes and what should not be. A professional minute taker is experienced at documenting the board’s decisions in objective language, which may protect directors from liability in the event of a legal dispute. Minutes by an outside recording secretary have more credibility because the individual who took them wasn’t also involved in making the decisions for the association.

A professional minute taker is also unbiased from the point of view that they are not involved in ownership of any units in the building or home and have no vested interest in the financial outcome or decisions. Thus, allowing them to create minutes on exactly what happened at the meeting and not have the urge to skew the minutes in their favor for a potential financial gain.

Conversely, emotional arguments of who said what are not necessary or advisable in condo board meeting minutes and can even end up making individual board members personally vulnerable in a lawsuit.

Once the meeting minutes are voted upon in a subsequent meeting and approved, they become the official record of the association. This means that they are subject to inspection by the members of the association. Paper copies of board minutes are nice, but lots of documents get lost, and it is always a good idea to digitize them and put them in a folder such as Google Drive that resides in cyberspace. If your association or management company has a fire or flood, and the minutes are lost, that can cause a big problem for the governance of the association.

If you digitize and put them in cyberspace, you can keep the minutes for as long or as little as needed and there is extraordinarily little cost to keep them. There may be great cost of not having them done right and not keeping them for a minimum of at least seven years. To paraphrase an old credit card commercial…Don’t leave a meeting without them.

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 45,000 meetings for more than 3,000 communities and organizations across North America, including the Community Associations Institute. Its cohort of over 125 professionally trained minute takers in Canada and the US 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.