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Maine Alliance for Road Associations

Minutes of meetings

  • 05 Oct 2020 11:47 AM
    Message # 9284633

    I am having difficulty obtaining the minutes of our road association's last meeting, our annual meeting. The meeting was held almost three weeks ago and  our road association secretary took notes using a laptop computer.  Minutes of the meeting are not being provided to members.

    I would think that providing minutes of meetings would be beneficial to our members whether they were at the meeting or not able to attend.  Do other road associations provide members with minutes of their meetings?


  • 06 Oct 2020 6:31 AM
    Reply # 9286413 on 9284633
    Anonymous member (Administrator)
    Harold Robertson wrote:

    I would think that providing minutes of meetings would be beneficial to our members whether they were at the meeting or not able to attend.  Do other road associations provide members with minutes of their meetings


    The Private Ways Statute, ยง 3101, paragraph 5, states: "The commissioner or board shall report the outcome of all votes to all the owners by United States mail within 30 days (of those votes being decided)".  

    Our road association thus far has been able to send the minutes of annual and special meetings out with the notification of maintenance fees 2 days after the meeting. We agree with you that prompt reporting of minutes is beneficial in building trust of members and getting a good response to payment of maintenance fees.  

    We have, for the recorder of minutes, a WORD.doc template, based on our Agenda, that introduces each agenda item, has blank lines for noting discussion, makers of and seconds to motions, outcome of voting such as passed by majority, unanimously, or rejected by a majority, etc. This minute "worksheet" with hand written fill-in notes can be easily made into final form for distribution. (attached) This a great saver of time for the recorder and produces complete, consistent notes of the meeting. 

    1 file
    Last modified: 09 Oct 2020 6:40 AM | Anonymous member (Administrator)
  • 06 Oct 2020 3:02 PM
    Reply # 9287762 on 9284633
    Anonymous member (Administrator)

    That template sounds like a great idea!  Can you possibly post it on the MARA Resources page?

    Our road association also sends out the minutes along with the annual bill for dues within 30 days of annual meeting.  But we're closer to the 30 day limit than you are.

  • 07 Oct 2020 8:24 AM
    Reply # 9289220 on 9284633
    Anonymous member (Administrator)

    I have added our Minutes Template to my post above. The matching Agenda Template is posted on our Resources page. 

  • 08 Oct 2020 10:27 AM
    Reply # 9291741 on 9284633
    Anonymous member (Administrator)

    Wow, I really like your Minutes Template!  That would make taking the minutes SO much easier!  (One more way to encourage members to serve on the board.)  If you could post that on our resources page as well as here on the forum, it would make it easier for people to find it.

                            The Maine Alliance for Road Associations


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