When Required. Written minutes are the records of the proceedings of a corporation. Minutes are required for the following types of meetings:
1. Board Meetings. Corporations must keep written minutes of the proceedings of their board meetings. (Corp. Code §8320(a)(2).) This includes:
Open Board meetings (including regular, special and emergency meetings)
Executive Session meetings
2. Membership Meetings. Associations must keep minutes of their annual and special membership meetings. (Corp. Code §8320(a)(2).)
3. Committee Meetings. Committees with decision-making authority must also maintain minutes. (Civ. Code §5210(a)(2).)
Readily Accessible. 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. Member access to committee minutes must be granted within 15 calendar
days following approval. (
Civ. Code §5210(a)(2).) Draft open board minutes within 30 days of the meeting.
Ownership. Minutes are the property of the corporation.
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