Board Minutes. Corporations must keep written minutes of the proceedings of their board meetings. Corp. Code §8320. Proceedings of the board include the following:

• Open board meetings (including regular, special and emergency meetings)
• Executive Session meetings
• Executive Committee meetings

Committee Minutes. Committees with decision-making authority, such as Architectural Committees, must also maintain minutes. Civ. Code §1365.2(i)(2). Meeting minutes must be made available for inspection by the membership. In small committees, the chair usually acts as secretary, but in large committees and standing committees, a secretary may be chosen to keep minutes. (Robert's Rules, 11th ed., p. 500.)

Storing Minutes. Minutes should be kept on file in 3-ring binders (or some similar binder) with the association's name on the binder and the dates covered by the minutes. This makes them readily accessible for review and copying by directors and members alike. Minutes must be permanently available for inspection. Failure to allow inspection can result in penalties against the association.

Ownership. Minutes are the property of the corporation.