BoardMinutes

Keeping accurate minutes is essential to good governance.

Board minutesallowanyownerwithintheassociationwhoisnotamemberoftheboardtoremainprivyanduptodateonallprojectsandissues.Theminutesfromevery board meetingmustbemadeavailabletoallowners.

Afewtopicsrecordedinawell-organized board minutesdocumentare:

  • Date, time, and place of the board meeting;
  • Attendanceofallboardmembersandownerspresent;
  • Allpresenteddecisionsthatneedtobevotedonbyallboardmembers(referredtoasmotions), whichmightincludesigningacontractwithaserviceproviderordeciding to begintuck-pointing;
  • Financialupdates(treasurer’s report); and
  • Updatesonphysicalmaintenance.

Mostwell-organizedassociationboardmeetingsaredictated,eitherlooselyorstrictly,byRobert’s Rules of Order(oranysimilardemocraticorparliamentaryassemblystructure).Thesampleonthenextpagereflectsasimilarandeffectivestructurethatallowseachattendeetheopportunitytoexpress his or her opinionswhilestillmaintainingdecorum.

Reviewthesampleonthenextpageforanideaofhowawell-structuredandinformative board minutesdocumentmightlook.

BoardMinutes

SampleCondominiumAssociation

BoardofDirectors

MeetingMinutes

Building #2, Hospitality Room

Tuesday,May5,2014

7:00P.M.

MeetingCalledtoOrder:

Themeetingwascalledtoorderat7:06p.m.

RollCall:

Board memberspresentwereJohnVan,HectorReyes,CraigKilwin,MarilynPotter,MollyPanzo,JaneGodfrey,LaurenNewton, andseven(7)unitowners.AlsoinattendancewereJacobStrahan, property managerfromHubbardPropertyManagement,andTiffanyForrest,recordingsecretaryfromHubbardPropertyManagement.

OpenForum:Thedisposalofelectronicswasdiscussed.Information will beputinto the community newsletter.Air-conditioningcleaningandupcomingelectionwerediscussed.

Minutes:

MOTIONmadebyJaneGodfreytoapproveApril7,2014,minutes.SecondedbyHectorReyes.Boardmembersvoted;allinfavor,motioncarried.

Administration:

Treasurer’sReport:

AsofApril30,2014:Operatingfundstotal$13,797.30.Reservefundstotal$304,125.24.Totalcashcomesto$317,922.54.

  • Payables: Allinvoiceshavebeenpaidtodate.
  • ForSale: Twounitssoldin Building#2.Thereareseven(7)unitsforsale;onein Building#1,onein Building#2,threein Building#3,andtwoin Building#4.

AdditionalAdminIssues:

  • COMED:Inforeceivedfromtheutilityconsultingcompany.Therewasasavingsof$5,002.20, resultingina50 percent secondquarterwith$2,501.10returnon March 15, 2014.
  • GasBilling:Utilityconsultingcompanyisreviewinglong-termcontracts.
  • Comcast:Stillwaitingontheirlegaldepartmentfortheassociation’sminoragreementchanges.
  • CensusReport:Needtohave100 percent residentresponseinfillingtheseout.Completionisnecessaryforinsuranceinformation.
  • Committees:Committeesand their telephonenumberswillbeupdatedanddistributedtoresidents.
  • Newsletter:
  • Recyclablesdiscussedregardingimportanceofownerknowledgeofinformationonhowtotreatelectronicsdisposal.
  • Reminder: DeliveriesfromUSPS/UPSshouldbe handled only bytheresidenttowhomtheyareaddressed,unlessrequiringsignature.

BuildingExterior:

  • SidingReplacementandRepair: StartingtheweekofJune1, Buildings#2and#3willbedonesimultaneouslyfor$35,000.00.Materialshavebeenordered.
  • RoofMaintenance:
  • On Building#2,buildingroofair-conditioningcurbswillbereplaced.Thecurbswillbecoveredwithanaluminumpanandrefrigeranttubinginsulationwillbereplaced.Thisworkisinthebudget:materialandlaborwillequal$4,050.00.
  • Remainingareaof Building#2roofwillbegiventwocoatsofwhitesiliconroofingmaterial. The Building#2drivewaycanopywillbegiventwocoatsofgreensiliconroofingmaterial.Thisworkisinthebudget:costisnowestimatedatonly$11,500.Reductionof$250frominitialprojection.

BuildingInterior:

  • Lobby/PartyRoomDecorating:Committeetabledplanninguntilnextmeeting.

BuildingServicesElements:

FireExtinguishers:Install24extinguishersfor$1,850.00.Thebudgetis$1,200.00.

MOTIONmadebyMollyPanzotoreplaceexistingfireextinguishersforsafetyreasonsandtoexceedthebudgetedamountof$1,200by$650foratotalof$1,850.00.WorktobedonebyFoxContractors.SecondedbyHectorReyes.Boardmembersvoted;allinfavor,motioncarried.

HVAC: Building#3willbedonethisspring;#3isthelastbuildingina four-yearprojectwithabudgetof$21,400.

MOTIONmadeHectorReyestoacceptthebidof$21,400for Building#3byHeatingSolutionstocompleteHVACproject.SecondedbyJaneGodfrey.Boardmembersvoted;allinfavor,motioncarried.

Plumbing:CrossConnectionwillbedoneoverafive-yearperiod.Willrequire$32,000tocompletetheentireproject.Thefirstyearwillincorporate$3,500sprinklersystemrequirementsin Buildings#3and#4.Otherrequirementsareunderreviewbylocalfiredepartment.

MOTIONmadebyHectorReyestochangeexistingsprinklersystemsin Buildings#3and#4for$3,500.WorktobedonebyFoxContractors.SecondedbyMollyPanzo.Boardmembersvoted;allinfavor,motioncarried.

PoolandBuilding:Discussedthattileneedstobecheckedonthepool.Regularoperationexpensesareanticipated.

Driveways:Repairisneeded;striping,crackssealed, andsmallareaby Building#2 replaced.

MOTIONmadebyLaurenNewtontohireVansPavementtopatchandsealcoatdrivewayfor$5,500andrepairmanholefor$450.SecondedbyMarilynPotter.Boardmembersvoted;allinfavor,motioncarried.

NextBoardMeeting:

ThenextboardmeetingwillbeJune3,2014,at7:00p.m. in the Hospitality Room in Building#3.

MeetingAdjournment:

MOTIONmadebyMollyPanzotoadjournthemeetingat8:34p.m.SecondedbyJaneGodfrey.Boardmembersvoted;allinfavor,motioncarried.

Signatures:

President / Secretary

Samplecourtesy of Association Evaluation LLC.