It is common practice for board packets to be distributed to directors prior to their meetings. They are normally prepared by management and contain the agenda for the meeting, backup materials for agenda items, draft minutes of prior meetings that need approval, a monthly financial report (including delinquencies), member correspondence, etc.
Blind Directors. In the event a director is blind, the association has an obligation to reasonably accommodate his/her blindness. That might mean scanning in the records into a pdf format and emailing it to the director so he/she can utilize software to read the materials to the director in preparation for the meeting.
Deaf Attendees. See reasonable accommodation for deaf members attending board meetings,
Inspection During Meetings. Members who attend board meetings sometimes request a copy of the board packet so they can follow along during the meeting. The Open Meeting Act gives owners the right to attend open meetings and a copy of the meeting agenda, but not a copy of the board packets. A board packet is not a record nor is it subject to inspection under the Davis-Stirling Act. It is, instead, a collection of records that frequently contain confidential material, such as delinquencies, member correspondence, etc.
Inspection After Meetings. Records in board packets which are subject to member inspection can be requested after the meeting. See "Records Subject to Inspection."
Disposing of Board Packets. Many associations keep at least one packet in their records. When board packets are disposed of, the documents (as with all association documents) should be shredded. If they are thrown into the trash unshredded, the association risks identity theft, invasion of member privacy, and loss of attorney-client privilege.
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