Category: Minute Taking

How to Ratify Decisions Made Outside of Board Meetings

Posted on by Matt McEwan

How to Ratify Decisions Made Outside of Board Meetings

Posted on by Matt McEwan

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

In many jurisdictions, boards are required to conduct business in meetings where members can communicate live and in real time. Unless local legislation or your organization’s bylaws explicitly allow otherwise, decisions made between meetings, such as by email, must be formally ratified at the next board meeting to be valid.

An informal decision that is not ratified at a formal meeting can create legal and governance risks. A court or governing body may deem the decision unenforceable, which can lead to disputes, delays, or the reversal of previously approved actions. Clear, well-structured documentation, often supported by professional minute-taking services, helps ensure these decisions are properly recorded and defensible.

How Do You Ratify Decisions Made Outside a Board Meeting?

To ratify decisions made outside a meeting, boards must formally confirm those decisions at the next properly constituted meeting and document the approval in the minutes.

  • Reserve informal decision-making for routine or time-sensitive items only
  • Include ratification as a clear agenda item at the next board meeting
  • Ensure proper notice is given, and a quorum is met according to your bylaws or local legislation
  • Provide supporting materials, such as email threads or quotes, in the meeting package
  • Confirm the decision through a motion or documented consensus
  • Record the ratification clearly in the meeting minutes

Decisions can be ratified through a formal motion or, in smaller boards, by unanimous or general agreement. In all cases, the outcome must be clearly documented in the minutes as the official record. Many organizations rely on consistent processes, including virtual minute-taking, to ensure nothing is missed.

How to Document Ratification by Formal Motion

Boards typically ratify decisions through a formal motion passed during a meeting and recorded in the minutes.

For example, if multiple decisions were made between meetings, they can be grouped into a single motion:

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 item can be recorded under its own heading to improve clarity and searchability in the minutes:

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.

Can Boards Ratify Decisions Without a Formal Motion?

Yes, boards can ratify decisions by consensus when all members present agree during the meeting, and the approval is clearly recorded in the minutes.

This approach is more common in smaller boards or organizations with less formal procedures. The key requirement is that the agreement is explicit and documented.

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.”

Even in less formal environments, consistency in documentation is essential. Many boards use standardized formats and processes taught in minute-taking training courses to maintain clarity across meetings.

What Are the Legal Requirements for Ratifying Board Decisions?

The rules around ratifying decisions made outside meetings depend on your jurisdiction and governing documents.

For example, legislation in some jurisdictions requires meetings to allow participants to communicate simultaneously and instantaneously, which generally excludes email-based decisions from being considered valid meetings. In these cases, ratification at a formal meeting is required.

Boards should always review applicable legislation and their bylaws to confirm:

  • Whether decisions can be made outside meetings
  • How those decisions must be ratified
  • What constitutes a valid meeting

When legislation and bylaws differ, legislation takes precedence. In governance-focused environments such as condo and HOA boards or local government meetings, these requirements are often more strictly defined.

Need a go-to reference for your board? Download our “How to Ratify Decisions Made Outside of Board Meetings” guide:

Download Guide

Looking to strengthen your internal processes? Explore Minute Taking Fundamentals for practical training:

Learn More

Frequently Asked Questions

What does it mean to ratify a board decision?

Ratifying a board decision means formally approving and confirming a decision that was made outside a properly constituted meeting so that it becomes legally valid and part of the official record.

Are decisions made by email legally binding?

In many jurisdictions, decisions made by email are not legally binding unless they are later ratified at a formal meeting. Some legislation requires real-time communication for decisions to be valid, which email does not meet.

When should a board ratify decisions made outside a meeting?

Boards should ratify informal decisions at the next properly constituted meeting where a quorum is present, and proper notice has been given.

Do all board decisions need to be ratified?

Only decisions made outside formal meetings typically need ratification. Decisions made during a valid meeting with quorum and proper procedure are already binding.

How should ratified decisions be recorded in meeting minutes?

Ratified decisions should be clearly documented in the minutes, either as part of a formal motion with a mover, seconder, and outcome, or as a recorded consensus, depending on the board’s process.

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Matt McEwan

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Matt McEwan

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.

Watch Here

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.

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.

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.

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.

Verbatim Transcription or Meeting Minutes: Which is Right for Your Board Meetings?

Posted on by Matt McEwan

Verbatim Transcription or Meeting Minutes: Which is Right for Your Board Meetings?

Posted on by Matt McEwan

In the world of board meetings, proper documentation is crucial for good governance, accountability, decision-making, and legal compliance. Two common methods for documenting a board meeting are verbatim transcription and transcribing minutes. Transcription means converting spoken language or audio recordings into written text. Each approach serves a unique purpose, offering distinct advantages and disadvantages. Let us discuss the two options.

Board Meeting Transcription: The Verbatim Record

When precision matters

What is Board Meeting Transcription?

Board meeting transcription involves the meticulous process of converting spoken words from a board meeting into a written, word-for-word transcript. This approach aims to capture every spoken word, ensuring a comprehensive record of everything discussed in the meeting. It cannot be partial, opinionated, or subjective, making it an indispensable tool in situations or industries where omitting certain conversations is not an option.

Why Transcribe a Board Meeting Verbatim?

  1. Precision and Accuracy: One of the primary reasons organizations opt for board meeting transcription is the need for precision and accuracy. In fields where details matter greatly, having a verbatim record of discussions, decisions, and statements is invaluable, as it leaves no room for misinterpretation.
  1. Legal and Compliance Requirements: Many industries operate under strict legal and regulatory frameworks. Transcribing board meetings can help organizations meet compliance requirements and provide a clear record of exactly what was said in case of disputes or audits.
  1. In-depth Analysis: Researchers and analysts often rely on verbatim transcripts for in-depth analysis, as it allows them to delve into the nuances of conversations, study language patterns, and identify underlying themes.

The Cons of Board Meeting Transcription

  1. Time-Consuming: Transcribing every word is very time-consuming, especially for lengthy meetings.
  1. Costly: High-precision transcription requires skilled professionals and can come at a significant cost, especially compared to transcribing minutes.
  1. Liability: Verbatim transcription is not typically recommended for board meetings, as this can open the board to liability in several ways, including:
    • Inadvertently disclosing confidential information, such as trade secrets, confidential business strategies, or private information about individuals.
    • Exposing the board to legal risks, especially if statements imply negligence, discrimination, or other lawful content.
    • Inaccurate transcription may lead to misunderstandings or misinterpretations of what was discussed.
  1. Verbose: Verbatim transcripts often contain filler words and repetitions, which can reduce conciseness, clarity, and readability. Furthermore, they may not accurately capture the meaning the speaker intended to convey.

At Minutes Solutions, we offer “intelligent verbatim” transcription which preserves the speaker’s sentence structure, phrasing, point of view, and message but cleans up the presentation, corrects grammatical errors and misspoken words, and eliminates repetition and filler words such as “ah”, “um”, “you know”, and “like”.

Transcribing Minutes

When clarity and efficiency are key

What Are Meeting Minutes?

Meeting minutes, also known as minutes of meetings or simply minutes, offer a summarized account of key points, discussions, decisions, and action items from a meeting. Unlike verbatim transcription, minutes aim to provide a concise yet informative record, ensuring that both attendees and non-attendees can stay informed. They provide valuable context for meeting proceedings, explain the reasoning behind decisions, and serve as a convenient reference for those unable to participate in the meeting. Minutes play a crucial role in an organization’s strategic development, helping them chart their course and track their progress. They prove useful for corporations, nonprofit organizations, government agencies, school boards, and any organization looking to document a board meeting effectively.

Why Meeting Minutes?

  1. Clarity and Efficiency: Transcribing minutes of meetings is a time-efficient way to capture the most salient points of a discussion. It distills lengthy conversations into easily digestible information, making it suitable for most meetings.
  1. Action-oriented: Minutes often include action items, responsibilities, and deadlines. This actionable content makes it easier for participants to follow up on decisions made during the board meeting.
  1. Accessibility: Meeting minutes are user-friendly and readily accessible to a wide audience. Done well, they do not require specialized training for comprehension, making them valuable for sharing across different departments and teams, without the need to sift through extensive pages of information.
  1. Compliance: Proper board meeting minutes help organizations meet governance, compliance, and regulatory requirements by documenting all the necessary components of the meeting in the correct manner.
  1. Protection: A good minute-taker knows what to include and, equally important, what not to include in board meeting minutes, protecting the organization from the potential pitfalls of including every spoken word.

The Cons of Transcribing Minutes

  1. Less detail: The minutes will not capture every word spoken, which could be a disadvantage in certain contexts.
  1. Risk of bias: The minute taker’s interpretation may introduce bias or omit critical information when a meeting is documented in a summarized form. This concern can be addressed through the use of a professional third-party minute-taker.
  1. Less appropriate for highly technical discussions: In technical fields, verbatim transcripts, or at least certain sections captured word-for-word, might be necessary for precision.

Considering Digital vs. Human Transcription

When transcribing board meetings, organizations often weigh the options of digital (automated) and human transcription. Here’s why people consider both and why human transcription remains the cornerstone for accuracy and reliability:

Digital Transcription

Also, automated transcription services are typically more budget-friendly, making them an attractive choice for organizations with budget constraints. However, AI-generated transcripts often contain many errors, which can put an organization at risk of incorrectly conveying decisions, action items, discussions, and other crucial aspects of board meetings. This can also lead to a lengthy review process, negating the savings in time and money that digital transcription was intended to provide. Despite advancements in AI, automation cannot fully replace personnel trained in verbatim transcription, and certainly cannot replicate the work of a professional minute-taker.

Digital transcription utilizes technology, notably artificial intelligence (AI), machine learning algorithms, and speech recognition tools, to automatically convert audio and video recordings into text, eliminating the need for manual transcription. It offers swift transcription of board meeting minutes, which is essential when dealing with substantial volumes of audio or video content under tight deadlines.

Human Transcription:

Human transcription involves an individual converting spoken language into written text. It requires meticulous listening to audio or video recordings to transcribe the spoken words, capturing both content and context. Human transcribers can understand accents and industry-specific words, and provide additional services, such as formatting, editing, and accurate time stamping, to enhance the minutes’ usability and readability. Moreover, manual transcription services prioritize data security, often backed by non-disclosure agreements and ISO standards, ensuring utmost confidentiality for sensitive meeting content.

In board meeting scenarios, where precision and accuracy are paramount for legal compliance, decision-making, and historical reference, human transcription remains the gold standard. While automated transcription can be a valuable tool for rapid content processing, it often falls short in capturing the nuanced details and subtleties that can significantly influence the interpretation and utility of board meeting minutes.

Choosing the Right Method for Your Needs

Both word-for-word transcripts and meeting minutes have a place when it comes to how organizations keep accurate records of events and information. When deciding between board meeting transcription and transcribing minutes of meetings, consider your industry, the purpose of the documentation, and the level of detail required. Think about whether verbatim transcripts or meeting minutes will better serve your specific meeting participants and other stakeholders.

In some cases, a combination of both approaches may be appropriate, with verbatim transcription reserved for critical legal or technical contexts and minutes serving as a practical, everyday solution for most meetings. Understanding the pros and cons of each approach empowers you to make an informed decision that best serves your organization’s objectives.

How Minutes Solutions Can Help

Minutes Solutions is the global leader in professional minute-taking, offering expert minute-takers skilled in board meeting transcription and transcribing minutes from both live and recorded sessions. Our services are tailored to meet your organization’s unique needs, regardless of your industry. Our unwavering commitment to quality and precision guarantees impeccable records for your organization, whether you prefer intelligent verbatim transcripts or concise meeting minutes. Contact us today to discover how we can enhance your meeting documentation processes, providing you with the flexibility to choose the method that aligns perfectly with your organization’s objectives.

How to Take Minutes

8 Steps to Great Minute Taking

Posted on by Matt McEwan

8 Steps to Great Minute Taking

Posted on by Matt McEwan

Taking great meeting minutes means creating a clear, impartial record of what happened, what was decided, and what needs to happen next. Strong minutes are not transcripts. They summarize the key discussions, decisions, motions, and action items in a format that can be reviewed, approved, and relied on later.

Producing high-quality minutes requires preparation, active listening, consistent structure, and careful review. Whether documenting a board meeting, committee session, council meeting, corporate meeting, or nonprofit gathering, the goal is the same: to create an accurate record that supports accountability and helps the organization move forward.

Although minute-taking can feel daunting, it plays a vital role in effective governance. Keeping a fair and unbiased record of decisions can go a long way toward building trust, transparency, and continuity within an organization.

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.

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 productive 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 taking 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: Crucial to understanding how to take minutes is knowing how to edit them. 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.

 Prefer to leave it to the pros?

Our professional minute-taking services can help your organization create clear, accurate, and impartial meeting records.

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

The tips above can help improve the quality of your minutes, but some meetings require more than a strong internal process. When discussions involve complex decisions, sensitive topics, multiple stakeholders, or formal governance requirements, professional minute-taking can help create a clearer and more dependable record.

One key benefit is focus. Board members, managers, and committee members are usually there to participate, ask questions, present updates, and make decisions. Asking one of those participants to also take minutes can split their attention and increase the risk that details, motions, or action items are missed.

Professional minute takers are also trained to identify what belongs in the record and what does not. Instead of capturing unnecessary detail or informal commentary, they can focus on decisions, relevant context, and follow-up items that matter after the meeting.

Professional support also helps with continuity. If minutes are handled internally, the format and level of detail may change depending on who is available to take them. A consistent process makes minutes easier to review, approve, archive, and reference later.

For organizations that rely on accurate meeting records, professional minute-taking is not only about saving time. It is about creating minutes that are easier to trust, easier to approve, and easier to use when decisions need to be revisited later.

DIY Minute-Taking vs. Professional Minute-Taking

Factor

DIY Minute-Taking

Professional Minute-Taking

Who takes the minutes

A board member, staff member, manager, or meeting participant

A trained, neutral minute taker

Objectivity

May be affected by participation in the meeting or internal dynamics

More impartial because the minute taker is not part of the discussion or organization

Time commitment

Requires internal effort before, during, and after the meeting

Allows internal participants to focus on the meeting itself and streamlines the review and approval process

Consistency

May vary depending on who is taking the minutes

Follows a consistent process and format

Editing process

Often handled internally, sometimes without a formal review process

Typically includes professional review and editing

Best suited for

Informal meetings or organizations with trained internal support

Boards, committees, associations, corporations, nonprofits, and organizations that need reliable records

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 organizations across various fields. Since its establishment in 2014, the company has provided minute-taking services for over 60,000 meetings, benefiting 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. This unwavering commitment ensures that boards can streamline their administrative processes, allowing them to focus on what they do best.

Get Your Minute-taking Quote

Ready to improve your skills? Learn the essentials of accurate and efficient minutes with our Minute Taking Fundamentals online training course.

Learn More

Why a Manager Should Not Take Minutes

Posted on by Matt McEwan

Why a Manager Should Not Take Minutes

Posted on by Matt McEwan

The job of a community manager is a challenging one. They are responsible for coordinating the maintenance of the building, supervising outside contractors during 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 require extensive preparation. With all this, it may seem natural for the manager to also take the minutes of the board meeting, since they are the ones who are most aware of the activity that is happening in the condominium. However, there are many reasons that the manager is not the right person for this particular job.

5 Reasons Why a Manager Should Not Take the Minutes

1. Impartiality

When aspects of the community manager’s job are being questioned or challenged by board members, it can be difficult to remain impartial and take professional minutes. However, it is essential for the information to be recorded without bias or emotion. It would be nice if every community manager and board of directors got along harmoniously and worked together perfectly, but this is not always the case. Residents need to know that they are getting the impartial truth without needing 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 should not be a transcript of every word that was said. In properly formatted minutes, things like decisions, approvals and motions need to be included. Of course, some things need to be left on the cutting room floor, such as: he said, she said, off-the-cuff remarks, and personal opinions or preferences.

It is also important that minutes are recorded in a proper format, which 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. Community 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 the community manager.

3. Active Versus Passive Participation

Robert’s Rules of Order is a parliamentary model for conducting board meetings which provides procedures and rules that allow 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 not be active participants in the conversation.

4. Minutes That Will Stand Up in Court

Minutes are an official and legal record of a meeting. Maintaining properly documented meeting minutes is required under Ontario’s Condominium Act and under governing legislation in many other jurisdictions. Unfortunately, there are times when minutes are required in the event of a lawsuit. No one wants their board and community to be liable because of minutes that were not taken properly. Clear and concise minutes benefit condominium corporations and community associations in the case of a potential lawsuit.

5. CMRAO Code of Ethics

CMRAO stands for the Condominium Management Regulatory Authority of Ontario and is a self-funded, non-profit corporation accountable to the Ontario Ministry of Government and Consumer Services (MGCS). The CMRAO’s Code of Ethics provides the rules that condominium managers and management companies must follow. One of the requirements covered by the Code aims to prevent fraud, error or conflict of interest. Having a manager or board member take the minutes can be a conflict of interest.

U.S. Equivalents: Why This Matters Beyond Ontario

The same principle applies outside Ontario. In the United States, community management professionals are also expected to adhere to ethical standards that promote honesty, transparency, and proper professional conduct.

For example, the Community Associations Institute’s (CAI) Professional Manager Code of Ethics applies to certain CAI-credentialed professionals and is designed to support ethical community association management. Similarly, the National Association of Residential Property Managers requires its members to follow its Code of Ethics and Standards of Professionalism.

While the exact rules vary by jurisdiction and professional body, the underlying concern is the same: managers should avoid situations where their role in the meeting could compromise the neutrality of the record. If a manager is involved in a discussion, providing advice, responding to board questions, or defending a recommendation, it becomes harder for them to also act as an objective recorder of that same discussion.

The Cost of Getting Minutes Wrong

Poorly prepared minutes can create more than administrative inconvenience. They can lead to confusion, disputes, and unnecessary risk for the board, the manager, and the community.

For example, unclear minutes may make it difficult to confirm whether a motion passed, what action was assigned, or whether a conflict of interest was properly declared. If a homeowner, auditor, lawyer, or future board member needs to review the record, incomplete or biased minutes can make the organization’s decision-making look disorganized or unreliable.

The risk becomes even greater when minutes are needed in a dispute. If the record includes personal opinions, emotional language, missing motions, or unclear approvals, it may not reflect the board’s actions accurately, which can create questions about process, accountability, and whether the board acted within its authority.

This is why minutes should be treated as a governance tool, not a side task. A neutral, well-formatted record helps protect the integrity of the board’s decisions and gives everyone a clearer understanding of what happened.

“Any manager who is worth their weight in gold should never do their own minutes as it takes their concentration away from the substance of the meeting.” – Minutes Solutions client, Seabreeze Management Company Inc.

Possible Solutions So That Your Minutes Are Done Properly

Using a Board Member to Take Minutes

It is important for the community 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 manager, who already has so many other responsibilities on their plate.

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 community manager much easier.

Your board and manager each have important responsibilities. Taking minutes should not distract from any of them.

Download our free guide, Why a Manager Should Not Take Minutes, to clarify roles and responsibilities, or request a quote to leave the documentation to highly trained, objective experts who can provide clear, impartial, and professional minutes for your next meeting.

[Download Free Guide] [Request a Quote]

Download Free Guide
Request a Quote

Frequently Asked Questions

Can a board member take minutes?

Yes, a board member can take minutes if the organization allows it. However, it is not always ideal. Board members are active participants in the meeting, which can make it harder to remain neutral and fully engaged while also documenting the discussion.

Can a community manager take board meeting minutes?

A community manager can technically take minutes in some situations, but it can create a conflict of interest or affect the quality of the record. Managers often need to participate in the meeting, answer questions, and provide updates, which makes it difficult to also act as an impartial minute taker.

What should board meeting minutes include?

Board meeting minutes should usually include the meeting date, attendees, approval of previous minutes, motions, decisions, key rationale, action items, and any relevant follow-up responsibilities. They should focus on official business rather than recording every comment.

What should not be included in meeting minutes?

Meeting minutes should generally avoid personal opinions, emotional language, side conversations, unnecessary debate, and word-for-word transcripts. The goal is to create a clear and objective record of decisions and actions.

Why hire a professional minute taker?

A professional minute taker helps create a neutral, accurate, and consistent record. This allows managers and board members to focus on participating in the meeting while the documentation is handled by someone trained to capture the right level of detail.

Condo Board Meeting Minutes

Why Minutes are Important for HOAs & Condos

Posted on by Matt McEwan

Why Minutes are Important for HOAs & Condos

Posted on by Matt McEwan

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 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 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 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 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 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.

In-Camera vs. Restricted Records

Posted on by Matt McEwan

In-Camera vs. Restricted Records

Posted on by Matt McEwan

There have been some recent decisions regarding the use of the term “in-camera”. Minutes Solutions has reviewed the decisions and discussed them in detail with our legal counsel. Here, we would like to clearly set out the main issues of each case and our stance going forward. The recent decisions are summarized below:

Decision 1: The main issue being the original request for minutes did not result in all of the minutes being provided. There was a lack of explanation as to why certain portions of the minutes were not provided, and why they were redacted. (Robinson v. Durham Condominium Corporation No. 139, 2021 ONCAT 81)[https://decisia.lexum.com/cao-oosc/decisions/en/item/512283/index.do?q=in-camera]

Decision 2: The main issue being the original request for minutes did not result in all the minutes being provided and an overall lack of good minute taking practices by the board. (Russell v. York Condominium Corporation No. 50, 2021 ONCAT 103)[https://decisia.lexum.com/cao-oosc/decisions/en/item/515574/index.do?q=in-camera]

Decision 3: The main issue being the original request for minutes did not result in any minutes being provided and a complete lack of response by the board. (Zamfir v. York Condominium Corporation No. 238, 2021 ONCAT 118)[https://decisia.lexum.com/cao-oosc/decisions/en/item/517702/index.do?q=in-camera]

The takeaway from all three cases is not only the importance of good minute taking and record keeping, but also the erroneous use of the term “in-camera”, which is not referenced in the legislation governing these decisions. Overall, it is critical to ensure that each request for records is in alignment with the requirements of the applicable legislation and regulations for your region.  As a result of these decisions, Minutes Solutions will no longer be utilizing the term “in-camera” and instead will use the term “restricted records” as we feel it is a more applicable term for our clients, no matter the region.

If there is a request to review records (from a person or entity that is allowed to see the records) the Board is responsible for providing the minutes and ensuring that there are no records omitted, either purposely or unintentionally. If there is a requirement for any redactions to those minutes, then the board must ensure that there is a reason supplied for each redaction.

Minutes Solutions is of the opinion that separating open minutes and restricted records has proven to be a benefit. Separate sets provide ease and efficiency for our clients, particularly in instances where redacting is required. Separate sets help the person redacting the minutes to identify which items are likely to contain portions that should be blacked out. Requesters have the right to review restricted records as long as the appropriate redactions have been made.

We are happy to continue providing minute taking services for restricted records for our clients and will continue to do so for all clients we currently provide this service for. If you no longer wish to receive a separate document with ‘restricted records’ please let us know and we will stop. Ultimately, we will continue to operate with the best interest of our clients at heart.