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.
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.