Recording attendance at meetings

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Forums Meetings Recording attendance at meetings

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  • #230674
    Anne
    Member

    Hi Amanda

    Should meeting minutes reflect when owners/SC members arrive late to a meeting or leave early? What if this is a persistent pattern?

    With thanks,

    Anne

     

    #230737
    ts1904
    Expert

    Hi Anne,

    Personally I prefer to focus on the outcomes in the minutes.

    In my opinion, minuting someones tardiness is only going to cause disharmony and arguments. Once you travel down that path it can be difficult to recover from (and you don’t want to end up on a completely dysfunctional committee).

    Yes, it’s frustrating, and those in attendance will note it, but my view is leave it out of the minutes.

    On the other hand, someone may ask that it be specifically noted, so it is noted that they didn’t participate in decisions (much like when someone asks that it be minutes that they abstained from voting).

    The minutes are really up to the writer at the end of the day. There’s no hard and fast rule.

    #230984
    Amanda Farmer
    Expert

    Hi Anne,

    If the quorum is borderline, it’s important to be careful about recording attendances, especially when people leave.

    That’s because the meeting must have a quorum for each motion – not for the start of the meeting itself. This is commonly misunderstood.

    So, if the meeting only just achieves a quorum because of the presence of one owner, and then one owner leaves partway through the meeting, there is no longer a quorum. Then:

    – in the case of a general meeting: the chairperson will have to wait 30 mins and decide whether or not to proceed with the balance of the meeting

    – in the case of a strata committee meeting, the meeting cannot proceed.

    For that reason, in my view it’s good practice to record (at least) any departures, where they occur at a time when there are motions remaining for consideration.

    Amanda.

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