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[Music] board and membership meeting minutes associations must keep written minutes of their board and membership meetings once approved by the board and signed by the secretary minutes are deemed factual documentation of the matters they contain minutes should not be a transcript of everything said in a meeting instead they should be a summary of the business conducted because minutes are official records of the association and will be read by members who did not attend the meeting minutes should contain the following information the date time and location of the meeting whether the meeting was a regular special emergency or executive session who was present or absent from the board and management the names of consultants legal counsel and special guests who attended the meeting the text of motions made and whether the motions were approved disapproved or tabled note the names of directors who voted for and against a motion are not necessary unless a roll call vote is requested by a d