Minutes approval for Annual Meeting of MEMBERS
For the annual member meeting, it appears that the minutes do not get approved until the following year. Few remember what happened a year ago, so that does not give effective review of the minutes. Furthermore, those minutes sit “unapproved” for a year, so, legally, they don’t carry as much weight (I would presume) as if they were approved minutes, and it lets the CM play the game of “I cannot give you the minutes until they are approved.” There must be some smarter/approved way to get the minutes approved sooner than a year later. Any suggestions for best practices on how communities handle this effectively?
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Ray,
The only logical solution for this issue is to make draft minutes available 10 business days after the meeting. They are not yet records of the community but this will allow members to see the draft minutes shortly after the meeting of the board, committee or members actually took place. My open meeting law proposal will codify this into law if passed. Meeting minutes are not official records until they are approved by the body running that meeting. Currently the only law on the books are the records request law that only applies to official records.
Dennis