Re: Executive Board Minutes
From: Diana Carroll (
Date: Tue, 6 Apr 2021 17:14:29 -0700 (PDT)
Paper and key seems like the hardest and least secure approach here. I'd
suggest going electronic,

We store all our Trustee documents on Google Drive. We have a Google
"group" set up that contains the 6 trustees, and documents that need to be
kept private are stored in folders that are only accessible by members of
the Google group. When a board member leaves or starts, we add or remove
members from the Google group and...voila, security. Although the Google
Drive UI kinda sucks, it is very easy to manage access in my experience,
and thus a good solution for us.

I do want to reiterate what my fellow Mosaic Commons trustee Noel pointed
out: if a lawsuit (or heaven forbid a criminal case) is involved, any of
your documents, no matter how confidential, are subject to subpoena or to
"discovery" -- not meaning they can search the drive but that you are
required by law to provide the document or be in contempt of court.  And in
many cases, once submitted to the court, the documents become public
record. So be careful what you write down -- it could become public despite
your best efforts.


On Tue, Apr 6, 2021 at 11:28 AM Lyn Deardorff <lynpeachtree [at]>

> Hi all,
> We are asking if you would share with us how you file/retain Executive
> Board Meeting Minutes.  Given the confidentiality of these minutes, we are
> concerned that we not only keep the minutes as required, but also protect
> them from "public access:".  A lockable file cabinet has been mentioned,
> but I wonder if that is secure enough given keys often move from one person
> to another.  A keyholder might not be a member of the Board, for example.
> Is there an electronic way that is more secure but allow easy access as
> needed for Board review?
> Ideas will be much appreciated!
> Lyn Deardorff
> Sand River Co-Housing
> lynpeachtree [at]
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