COMMUNICATION – MARCH 29TH, 2025 SPECIAL BOARD MEETING MINUTES

June 3rd, 2025 

We apologize that this wasn’t out sooner – there is much to review and read.

Did the Board remove the March 29th, 2025 Special Board Meeting Minutes from the website page?

Yes – the posted minutes were taken down.

Why did this happen? Isn’t this against all Robert’s Rules and WI State Statutes 181 for Non Stock Corporations?

Currently, your new Board is reviewing the process and content of the minutes from the Special Board Meeting held on March 29th, 2025. The review is ongoing as we investigate further into this situation. The Board recognizes the sensitive nature of ongoing investigations and respects privacy of all property owners and their households.

It was suggested to redact sensitive items from the aforementioned minutes. Unfortunately, this would include redacting the entire minute document.

As of date, below is the investigation items reviewed:

1. There is no agenda that was presented for the Special Meeting held on March 29th, 2025.
   • Board Agendas were present for all other Board Meetings from January, 24th 2024 through March 22nd, 2025. The only other exception is a missing agenda for the June 24th, 2024 meeting.
   • This behavior presents a change in the Board’s process and a determination is needed why.
2. Private affairs, confidential information, etc. that are considered sensitive in nature or private are to be conducted in an Executive Session. This is in accordance with Robert’s Rules which explains the necessity for Executive Session.  Executive sessions are held to protect the privacy of individuals and also represent due process.
   • The new Board has concluded that we cannot find any evidence of an Executive Session declared during this Special Board Meeting.
   • The minutes that are recorded during an Executive Session are to be approved within that session.
   • The Board can vote to publish minutes approved and recorded from an Executive Session if they are determined not to meet the definition of confidential or sensitive.
   • These sessions are rare and not common so as to not create mistrust among the community but when there are sensitive concerns, this is the process to follow.
   • The Board should provide in their normal conduct business meeting minutes if the Board went into Executive Session to be clear and transparent with property owners.
3. Making Minutes Minute – Robert’s Rules 
   • According to Robert’s Rules – “Minutes need to include only what was done in the meeting, not what was said.”
     1. The content of the Special Board Meeting Minutes did not follow the common practice from Robert’s Rules and include content that is sensitive in nature.
     2. This needs to be reviewed by your new Board and outside counsel.
4. Approval of Board Meeting Minutes
   • The minutes of one meeting are normally approved at the next regular meeting or motion made to Postpone to a Certain Time – again Robert’s Rules. 
   • A thorough review of all the electronic documents shows there is NO APPROVAL of the March 29th, 2025 Special Board Meeting Minutes. Informal requests have not been met with arrangements to receive Lakewood POA owned records that are outside of electronic form. Formal requests have been made dated June 2nd, 2025 to retrieve all Lakewood POA owned records and documents with a deadline of June 7th, 2025. 
   • On April 9th, 2025, we can see in the board email that there is a Board Meeting Invite sent to Board Members for April 12th, 2025 for 10:00 am but there is no record of an agenda and no record of this meeting existing with record of board meeting minutes. If they exist, they are not in the electronic records received. Therefore, the Board cannot validate any approval record of the Special Board Meeting and these minutes should not be published in accordance to proper process.
5. Resignation of Four Board Members
   • We want to be clear that resignations of our previous Board members were voluntary.
   • We thank them for their service to our community.
6. Lakewood Annual Meeting Minutes
   • We are currently researching as to why the Annual Meeting Minutes have not been posted from our Annual Meeting held May 4th, 2024.
   • It has been over one year since this meeting and there is no documented approval of these minutes and there is no record of them being published to our website.
   • We are in receipt of an email dated March 25th, 2025 that was located in the Lakewood email inbox. The email has communication initiated from one previous Board member and two homeowners not on the Board discussing the 2024 Annual Meeting Minutes, lack of definitive clarification of the the election and appointment results from 2024 and how this would affect voting with open positions for the election on May 3rd, 2025.
   • We will share information after we communicate with our attorney. 
   • Please note, minutes of record CANNOT be edited by any one person. When minutes are presented for approval, and changes are to be made, there is an amendment motion made to identify what was written and what it was changed to so all members can see the amendments.

In summary, due to the items mentioned above, it was in the Lakewood POA’s best interest to remove the unapproved minutes until a complete investigation can be completed. 

Thank you for your patience and understanding addressing this matter.

Sincerely,

Your Lakewood POA Board of Directors