Approving and Storing
Meeting Minutes
Due to their legal bearing, approving minutes is one of the most vital tasks for a
board of directors. During each board meeting where quorum is met, all board
members must approve the minutes from the previous meeting. In fact,
approving minutes should be included in every agenda and should be one of the
first action items of the meeting. After approval, the secretary signs the minutes
to make them official. Then, the secretary can make the minutes available to all
parties who are allowed access to it.
Homeowners and board members can typically browse through both current and
archived copies of meeting minutes. Because of their importance, minutes should
be retained indefinitely. Specific laws for maintaining, storing, and distributing
minutes and other vital documents—both digitally and physically—differ by
location and community, so always consult your governing documents or
association lawyer before proceeding.
