Cohousing-L Mailing List: Re: Executive Board Minutes

[Diana Stanley (lusty]

All our minutes are posted on our internal web site for all members to access. 
Also, in California, the last 12 months of Board Meeting minutes are required 
as part of the disclosure documents available to potential buyers, so we 
maintain a Google Drive with those and all the other disclosure documents, and 
potential buyers are given access to the drive.

Every member of our community is also a member of the Board, so we don't really 
have a concept of executive session, or at least we haven't yet.

Diana Stanley
Phoenix Commons, Oakland, CA

> On Apr 6, 2021, at 8:28 AM, Lyn Deardorff <lynpeachtree [at] outlook.com> 
> wrote:
> 
> 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] hotmail.com
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