HOA board meetings are designed to transact essential business. They should be carefully choreographed to that end rather than a rambling discussion. Members should be welcome and encouraged to attend and observe. To that end, provide a Member Forum at the beginning of the meeting for owner comments, questions and complaints (It's the American way).
Here are the meeting basics:
Motions & Voting. Business matters are considered when a motion is made and seconded. Each motion should offer the opportunity for discussion prior to a vote. Votes, when taken, involve board members only.
Meeting Agenda. There may be an agenda format prescribed in your governing documents. If so, use it. If not, use an agenda like:
Call to Order. President says, "The meeting is called to order."
Minutes. Secretary reads the Minutes of the last meeting. A motion to approve the minutes as read or amended should be passed.
Review Financial Report. Most recent month Balance Sheet, Income & Expense Report and collection activity.
Officer's Reports. President, Treasurer, etc.
Committee Reports. First come reports from "standing" or permanent committees; then from "ad hoc," or special committees.
Unfinished Business. Business left over from previous meetings.
New Business. Introduction of new topics. If the topic is complex and requires research, it should be assigned to a committee who will report recommendations to the board at a future meeting.
Adjournment. The meeting ends by a vote or by general consent.
Timed Agenda. To keep meetings on track, using a timed agenda is helpful. Two hours or less should be the goal of most meetings since concentration and productivity begins to fade. So, when composing the agenda, put actual time limits on each item, like Owner Forum (15 minutes), Minutes (5 minutes), Treasurer's Report (10 minutes) and so on. Timing will help move business along and remind all present that time is a valuable commodity.
Action Agenda. Meetings should be action driven. To that end, all agenda items should be framed with a "review and approve" context to them. While discussion may be part of the plan, it is not the goal. Every item brought up at the meeting should have a motion and second. So, if a director states, "I'd like to talk about a parking poicy on commercial vehicles", the president's response should be, "Do I hear a motion and second to establish a commercial vehicle parking policy?" If both aren't forthcoming, time to move on to other business. Impromptu motions should usually be handled at a future meeting if they require research and study. The president should ask the proposer to present a proposal at the next meeting for the board's consideration.
All members have the responsibility to serve the HOA in some way, whether it be on the board or committee. If you've recently been elected, congratulations! Welcome to the board and thanks for stepping up!
Author:Ginger Eisenrod Phone: 561-706-2586 Dated: August 23rd 2017 Views: 1,766 About Ginger: ...
View our latest blog posts in your RSS reader. Click here to access.
Buying or selling a home is one of the largest financial decisions you will make in your lifetime, and the Ty Fraley Home Team is the best choice of professionals to help you with your needs. We have been involved in hundreds of real estate transactions helping buyers and sellers realize their goals. Whether you are a first time buyer or a seasoned veteran, we’re here to help make this easy for you. We pride ourselves in listening to your needs and working together to get you exactly the results you want. We work with professionalism and integrity. In fact Ty Fraley is a chairman of the Professional Standards and Ethics Committee in the Palm Beach County Board of Realtors. If you want to be treated honestly and respectfully, you’ve come to the right team. We have many years of experience with waterfront property, country club golf communities, luxury condominiums, and family oriented neighborhoods. These times can be a very stressful, and we pride ourselves in removing you from the chaos. Whether you are moving from around the world or around the corner, we help guide you through the entire process. We also have a tried and true network of help, from financial planners to trustworthy contractors. Because we understand and care about you, you will never be a number with us. You are dealing directly with the owner and broker of Southeast Realty. The thing we find amazing ourselves is that over 80% of our business comes from referrals of past clients and repeat business. Our clients are welcomed into our family where we frequently keep in touch and are always available to you for any future questions you may have. It would be our honor to work with you, and we look forward to a long lasting relationship.