What? No records?

Should all official records of the HOA be kept at the HOA office?

A sixth-grader at Summit Parkway Middle School could answer that question. The answer is, of course, "Yes".

But are all official records of the HOA kept at the office?

The answer to that question is a resounding "No".

For example, where are the Minutes of pre-board meetings? As you might know, pre-board meetings are closed to Members. They are held in secret; they are private. No decisions are supposed to be made at them. But how do you know, if Minutes are not available?

All I could learn at the office today is that those records are not at the office.

Today I filed a written request, on behalf of an Association Member (homeowner) for the Minutes of the May 28, 2024 pre-board meeting. I was told they are not at the office. They should be! I'll go back on August 16th to read them. I suggested the office should acquire them. Will it?

Who has them? The Secretary? The President? The Vice-President? Each board member?

Directors and Officers are temporary officials of the HOA. When their terms are up (whether by resignation (ex., Mary Ann, Greg, Vernell), death (ex., George, Paul), expiration of the term (Justin), they are gone. What happens to the records (and emails) in their possession? (Think - what happened to all the emails on Hillary's private email server?)

Three-four years ago I recommended that the HOA have its own email server. There actually already must be one, because one email address for the HOA is hoa@summithomeowners.com  I recommended email addresses, such as President@
summithomeowners.com, VicePresident@..., etc. This would allow the preservation of official emails and continuity of corporate records.

If anyone else had made the suggestion, it would probably have been accepted.

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