Within 48 hours of your meeting your Moderator delivers the “Minutes Plus” package. Here’s what’s included.
Minutes & Minute-Taking Philosophy
Experts agree that the purpose of Minutes is to record Board Actions. They should not report news or recap discussions.
Most Minutes kept by volunteers or even free-lance stenographers are ﬁlled with material that doesn’t belong there. And that is understandable. They hear something they think would be of interest to the Owners or that seems important for the Board to remember, and so they naturally want to capture it. They are not aware that the Minutes are not the correct repository for that information.
The 2nd Secretary solution is to do other write-ups, described below, to memorialize interesting / useful / important matters that don’t rise to the level of Board Actions. The Minutes we prepare are dedicated to their proper function, and nothing else.
Copy for Your Newsletter
Your Moderator will write up “newsy” items that emerge from the meeting in a separate document, using a more casual tone. Think of this as raw material for the Board can use in its own communications with the rest of the Community. We can’t write you entire newsletter for you - we don’t know enough about your association. But we can give you basic paragraphs that you can revise as needed. Writing is always easier when you aren’t starting from a blank page!
The Moderator will capture all the action items from the meeting and deliver them to the Property Manager and/or Board President to supplement their own notes.
In every Board meeting there will be some items of substance that don’t ﬁt into the previous categories. If there was no Board Action, they don’t belong in the Minutes. They aren’t ﬁnished, so they aren’t “news”. And the discussion didn’t culminate in the decision that someone should do something, so they aren’t Action Items. We write-up these items under the heading of “Unﬁnished Business”. Thus they can be captured and held in the Boards “institutional memory”.