L.W. from Hartford County writes:
Dear Mister Condo,
We normally approve minutes at the subsequent board meeting and publish them with our newsletter about six weeks after the meeting. Owners naturally would like access to the minutes sooner. Could the board unanimously approve minutes within a few days of the meeting via email and then be able to publish them sooner?
Mister Condo replies:
L.W., thank you for your service to your community. I am happy to hear you are publishing a newsletter and sharing your meeting minutes with your homeowners in timely fashion. As far as I know, the only proper method of approving minutes is at the next Board meeting, where I assume they are generally accepted as presented. I would think using email to expedite the process would open you up to potential liability issues so I would not encourage that you change your policy. Also, the Board is under no obligation to release unapproved minutes that I am aware of. In other words, your homeowners will need to be patient while the bureaucracy works as planned. If you wanted to release unapproved minutes in advance with the caveat that they are not yet approved, I suppose you could do so but I don’t really see the need. Are there really such important matters going on that 6 weeks makes a difference? For most communities that I know, the minutes are not all that useful to homeowners unless there are major financial issues facing the community. If that is the case, I would suggest that other methods of communication (letters, notices, etc.) should be used to communicate items of an urgent nature. Other than that, I would stay the course. It sounds to me like you are operating without a bushel covering your light, which is exactly how it is supposed to be done. Good luck!