Request to AIP re Meeting Minutes

2009 August 20
Click on History for changes and updates.

    The continuation of this post is a request to the American Institute of Parliamentarians for a revision of the content in "What Minutes Should Contain" in their book, "The Standard Code of Parliamentary Procedure".  The request was made at the AIP website with a link to this post.  

Don Nordeen
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• Key Words:  • Fiduciary Duty;  • POA Governance;  • POA Resources;  American Institute of Parliamentarians;  communication;  fiduciary duty;  members;  meeting minutes;  Robert's Rules of Order Newly Revised;  RON

Read the Continuation of this Post and any Comments.
Or Click Show All for the Above Introduction and the Continuation of this Post and any Comments.

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Request to American Institute of Parliamentarians re Meeting Minutes (continued)

Recommendation for consideration for next edition of "The Standard Code ..."
Subject Area:  Meeting Minutes

    My observation is that the content for meeting minutes is changing, and that the content for meeting minutes for board meetings is different from those for members' meetings.  "The Standard Code ..." is more useful for property owners associations (POAs) than RONR for a number of reasons.  With regard to minutes, The Standard Code ..." recognizes some of the legal considerations and the use of proxies that are not well covered in RONR. 

    One of the characteristics of both board meetings and members' meetings in POAs is that neither is well attended.  In addition, the board has a very important fiduciary duty in POAs.  Protecting the POA and the individual board members from liability requires good documentation of the board considerations and actions. 

    The content of meeting minutes is extensively discussed in HOA Talk at
[http://www.hoatalk.com/Forum/tabid/55/view/topics/forumid/1/afcol/0/afsort/DESC/Default.aspx].  You may need to be registered to use their search engine.  Many of the discussions are contentious with strong beliefs expressed.  I have written an article, Discussion Concerning Meeting Minutes at
[http://swagman.typepad.com/poa_governance/2009/07/discussion-concern-meeting-minutes.html].  This article provides a view of where the content appears to be heading — a "golden thread" of requirements based on trends in the broader areas of accountability. 

    Please give consideration to including a broader discussion of the content for meeting minutes considering the need for documentation of proper exercise of fiduciary duty, and the need to inform non-attending members of the actions and reasoning for both board and members' meetings.  

Donald L. Nordeen
Gaylord, MI  49735
(989) 939-8240

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• History: 0
  
  • 2009 Aug 20 — Initial Post
• Links:  Request to AIP re Meeting Minutes at [http://swagman.typepad.com/poa_governance/2009/08/request-to-aip-re-meeting-minutes.html]
  <a href="http://swagman.typepad.com/poa_governance/2009/08/request-to-aip-re-meeting-minutes.html">Request to AIP re Meeting Minutes</a>

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