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  1. #1
    Join Date
    May 2011
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    Default What Additional Records Are Contained in Board Minutes

    Trying to find a lease agreement (done nearly 50 years ago) in the Local governmental agency records (board minutes). If I requested minutes for that year would/should it include lease agreements?

    We are given to understand that the Board approved the lease for the project - a building was built - and that the minutes show the approval and that it was sent to the lawyer - then no record of a lease. The governmental agency doesn't dispute the building is not theres.

    Would a lease be kept with those minutes or is there a special way to request for it, or special location? Are land leases between a governmental (Local) agency and a not-for-profit entity registered with the state or county clerk or city clerk?

  2. #2
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    Default Re: What Additional Records Are Contained in Board Minutes

    I would expect that all you will obtain from a request for board minutes are the minutes themselves.

    If the landlord is interested in whatever it is you hope to accomplish, perhaps the landlord will provide you with a copy of the lease. If the government agency is paying rent, presumably they will have a copy of the lease.

    As you chose not to follow the instruction to identify your state, you will need to research your state's public records laws to find out what may be available and how you may request it.

    Added: If this is about your organization's being evicted from public land, you remain free to remove your buildings from the public land. You should dig up your organization's own copy of the lease -- if there even is one. You previously indicated that no written lease exists, in which case no amount of searching of public records is going to turn up a copy. It's also exceptionally unlikely that a fifty-year-old lease is going to provide you with any insulation against the municipality's ending the lease arrangement.

  3. #3
    Join Date
    Nov 2013
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    7,056

    Default Re: What Additional Records Are Contained in Board Minutes

    Quote Quoting epic
    View Post
    Trying to find a lease agreement (done nearly 50 years ago) in the Local governmental agency records (board minutes). If I requested minutes for that year would/should it include lease agreements?

    We are given to understand that the Board approved the lease for the project - a building was built - and that the minutes show the approval and that it was sent to the lawyer - then no record of a lease. The governmental agency doesn't dispute the building is not theres.

    Would a lease be kept with those minutes or is there a special way to request for it, or special location? Are land leases between a governmental (Local) agency and a not-for-profit entity registered with the state or county clerk or city clerk?
    I thought we covered this months ago.

    However, the minutes may or may not contain the actual lease agreement. They may only show that a resolution or an ordinance was passed entering into the agreement and who voted for it.

    You would have to make a public documents request for the actual agreement and the resolution and the minutes according to your States public documents request statute. If the Board has it archived somewhere, they would have to provided it to you.

  4. #4
    Join Date
    May 2011
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    104

    Default Re: What Additional Records Are Contained in Board Minutes

    So Sorry - getting absentminded in my old age it is IA
    We have no copy of a lease for our organization as those early records were destroyed. I understand I will have to go to the public government agency and say I want a copy of the lease for the year.
    If there were a lease I suspect the governmental agency would have produced it.
    I believe either the lawyer died before the lease was completed - as it has been indicated it was sent to the lawyer-- and so the governmental agency let it go, or there was a reason they couldn't lease the land because they didn't have clear title to the land to lease it.
    Thank you

  5. #5
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    Default Re: What Additional Records Are Contained in Board Minutes

    Your previous posts have involved real estate in Illinois. Now it's Iowa?

  6. #6
    Join Date
    May 2011
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    104

    Default Re: What Additional Records Are Contained in Board Minutes

    though not of any concern of yours - the question was on behalf of a relative. You need not concern yourself further.

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