Q: At our last Board meeting, an owner insisted that we include her letter in the minutes of the meeting. Do we have to attach this letter to the minutes?
A: No, you are not required to attach this letter to the minutes. When the association possesses a written document relative to the operation of the association, that document becomes part of the official records and should be maintained by the association as an official record.
The minutes should reflect official business at the Board meeting, including attendance, votes and abstentions, but the minutes should not act as a vehicle to carry owner grievances. This is especially true if the owner’s written statement includes inaccuracies or opinions which are not appropriate for the Board’s exercise of business judgment.
In this situation, I generally recommend the Board acknowledge receipt of the letter and instruct management to maintain the letter as part of the official records, but not include the letter as an attachment to the official minutes of the Board meeting.
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