On this occasion, the issue focuses on the stage after the ordinary meeting is held, since there are several responsibilities of the administrator, in order to guarantee the disclosure of the decisions taken by the highest administrative body.
What should the meeting minutes contain?
According to Law 675 of 2001, it must contain the form of convocation, the agenda, the name and quality of the attendees, the private unit, the coefficient, the quorum and the decisions taken, including the number of votes. And the approval percentage.
In the case of ordinary meetings, the reports of the accountant, the administration and the fiscal auditor (if any) must be part of the minutes, as well as the board of directors.
It is also recommended to fully identify those who participate in the assembly, by their full names and indicating the private unit of which they are owners. Likewise, the minutes must contain – specifically – the most momentous events that occur during the meeting, as well as the decisions are taken in each case.
Who signs the minutes?
The minutes must be signed by the people who have acted in the assembly as president and secretary.
Minute verification commission
You must verify that the content of the minutes agrees with what happened during the meeting. Some members appointed to verify the wording have erroneously stated that they have the power to approve or add to it, which is not true.
If they disagree with any point, the commission verifying the minutes is not responsible for correcting it directly, but rather requesting that the administrator do so if it is the case, or leaving a record in this regard.
The review of the minutes by the committee must be carried out within a period of no more than twenty business days from the date of the meeting unless the regulation provides for another term.
What happens if they don’t sign the minutes?
The Law only provides that the president and the secretary of the assembly must sign the minutes. If a verification commission is appointed, the ideal is that its members also sign it; if they do not do so, the minutes may be published without the signature of the members of the commission.
Who should publish it and what is the term to do it?
In accordance with the provisions of Law 675 of 2001, the administrator must publish the minutes within a period not exceeding twenty business days from the date of the meeting.
It also establishes that it must make a complete copy of the text of the act available to the owners at the administration headquarters, inform each owner and leave a record of the date and time of publication.
In case of not disclosing it, can the new members of the council exercise their positions?
Once the assembly makes the appointments, those elected will be able to exercise their functions. It is not necessary to wait for the publication of the minutes, since this document –although it constitutes proof of what happened at the meeting- does not authorize to act as a member of the board.