California Hoa Meeting Minutes Requirements

2. General Meetings. Associations must keep minutes of their annual and special general meetings. (Code corp. § 8320(a)(2).) 3. Meetings of the Committee. Committees with decision-making powers must also keep minutes. (Civ. Code § 5210(a)(2).) Distributed to members upon request The minutes, the proposed minutes or the summary minutes must also be «distributed to each member on request and against reimbursement of the expenses of the association for this distribution». (Civ.

Code § 4950(a); See also «Record Creation Deadlines» and «Rights to View Members` Records.») Legally, some states require the recording of meeting minutes. In North Carolina, NCGS § 47F-3-118(a) requires that these records be made available to all owners, suggesting that registration of these records is mandatory. The same goes for South Carolina. State law in California, on the other hand, is more direct. According to Article 8320 of the Companies Code, all companies require minutes under which HOAs fall. This can be a regular meeting between the owners or a special meeting in case of emergency. In the same way, for the minutes of the HOA board meeting, make sure they are marked as such. The Secretary of the HOA Board of Directors generally assumes responsibility for recording the minutes of the meeting. However, smaller HOAs may not have one. In this case, it is the chairman of the board of directors who assumes the task. Minutes are required. Protocols are the official documents of an organization`s operations (Code Corp.

§ 8320) and prima facie evidence of the board`s actions. (Code corp. § 7215.) Associations are required to keep minutes of general meetings and boards of directors as well as certain committee meetings. At your HOA meetings, minutes are a record of all actions taken during the proceedings between members. This is a requirement of any homeowners` association, and it is important to ensure that all relevant details are included and taken into account. When done right, HOA meeting minutes are something you can fall back on in times of confusion and resolve disputes along the way. «. Minutes and other information from meetings of the Board of Directors. (Civ.

Code § 5200(a)(8).) Note, however, that the assignment may be delegated to another person. The appointee assumes the role of Assistant Secretary. However, the protocol still has to go through the secretary of the board for final inspection and signature. The same HOA minutes rules apply to board meetings where someone else attends the meeting, such as in place of the chair or regular secretary. You must also indicate which board members have been late. While it may seem difficult at first glance, recording the time frame helps with accountability. If a board member relaxes by being constantly late or absent, you have evidence in the form of HOA meeting minutes. There are many things to manage. But when it comes to the minutes of HOA meetings, you can`t just ailate them. So keep these important points in mind: always ask the secretary (often the chair of the board of directors) or the designated assistant secretary to write the minutes; Use the agenda of the HOA meeting and, in some cases, an extenso report to facilitate preparation; follow Robert`s rules with a first paragraph covering the context, a series of action-based middle paragraphs and a final paragraph with the deferral deadline; exclude comments and opinions; make the protocol (and related rights) readily available thereafter; and check Robert`s rules and state regulations for more details and important exceptions.

With this proven approach, you should be on your way to mastering your minutes. Right to receive minutes The annual policy statement of an association must inform members of the association «of their right to receive copies of the minutes of board meetings and of how and where to do so.» (Civ. Code § 4950(b).) The minutes of your HOA meeting should also include the time of the meeting. Specify the time the meeting began and the time of adjournment. If you didn`t start the meeting on time, specify the time it should start. Perhaps most importantly, the HOA protocol must set out all the important discussions, reports, motions and votes that have taken place. If a member made a request that was not subsequently withdrawn, indicate it. Indicate the name of the member who made the request. If a working group or committee has been formed, identify the members who have been assigned or who have volunteered.

Discussions can continue over and over again, but the minutes of your HOA meeting should not reflect this. Be concise and straight to the point. According to Robert`s newly revised Rules of Procedure (the final resource for parliamentary procedure in the United States), the first paragraph of the minutes should contain basic contextual information: date, time, place, name of the organization, and type of meeting. It should also include a list of notable people present – namely, directors and guests who refer to them by name and title. It is also important to note whether the association`s lawyer is present, since solicitor-client privilege extends to certain communications mentioned in the protocol. The first paragraph should also indicate whether the minutes of the last meeting of the meeting have been read and whether or not they have been approved.