Like you, I attend a lot of Board meetings and annual meetings. I must admit that I am often surprised that there is not a formal agenda on many occasions. There are two key reasons an agenda is necessary: (1) to keep the meeting efficient and orderly; and (2) to primarily focus on present issues at hand – not ones raised for the first time at the meeting itself (this is more true for annual meetings than Board meetings).
The following are sample agendas of a Board meeting and annual meeting. Please take a moment to review and see if your community could benefit from these outlines.
I would like to pay special attention #7. Most of that is standard but we advise the you, the Board, specifically review each delinquent account and know which stage of collections they are in and authorize the next action.
I look forward to speaking with you all soon. John
BOARD MEETING AGENDA
1. Call to Order – Establish a quorum
2. Open Forum: Open Forum can be held at the beginning, middle or end of the meeting at the Board’s discretion.
During open forum, each attendee may address the Board for up to three minutes. A director or manager may briefly respond to statements made or questions posed. Speakers must observe rules of decorum and not engage in other disruptive behavior.
If a speaker is in the middle of a sentence when time is called, he/she may finish their thought before sitting down. The time guidelines ensure that others will have an opportunity to speak. Speakers may not allot their time to others. All persons must follow the Meeting Rules listed at the bottom of this agenda.
3. Approval of Minutes
a. Treasurer’s Report (review up-to-date financials)
b. Committee Reports
• Architectural Committee
• Landscape Committee
c. Manager’s Report (if you have a manager)
5. Unfinished Business (from last meeting – the following are examples)
a. Balcony Repairs
b. Installation of new security gates
6. New Business
a. Tree trimming
b. Schedule for painting buildings 3, 4 and 5
c. Approve Liens on delinquent owners
d. Review and approve next year’s budget
e. Possible change in Board officers
7. Adjourn to Executive Session
a. Member disciplinary hearing
b. Personnel issues
c. Roof repair litigation
d. Landscape proposal
e. Foreclosure authorizations
Meeting Rules: No audio or video recording allowed by attendees. However, the Secretary may record the meeting to aid in preparation of minutes. The recording is deleted once the minutes have been prepared.
As provided under Utah’s open meeting law, members may observe the meeting but do not have the right to participate in the Board’s deliberations or votes. Members may address issues during the open forum portion of the meeting. If attendees become disruptive, they may be expelled from the meeting and/or fined (this latter part must be in your rules).
ANNUAL MEETING OF EASYSTREET HOMEOWNERS ASSOCIATION
1. Registration/Sign In.
2. Call to Order: The inspector of Elections determines when quorum has been achieved. At that point, the meeting is called to order by the President.
3. Approval of Minutes: Unless the minutes were already approved by the Board (if authorized by your Bylaws), a motion is usually made to waive the reading of prior year’s minutes and followed by a voice vote to approve the minutes.
4. Reports: Reports are traditionally given at the annual meeting but because of low turnout, many HOAs forgo them and send written reports to all owners. It reports are given at the meeting, they usually include a summary by the Treasurer of the HOA’s year-end financial condition and a report by the President of the past year’s projects and a look forward.
Irrespective of turnout I always recommend at least 2 items be discussed (1) finances – with appropriate financial statements handed out; and (2) projects to be undertaken this next year.
5. Nominations (if Board positions are open): If authorized by the election rules, nominations are taken from the floor followed by statements of nominees.
6. Close the Polls: Some associations close the polls a day or two before the meeting (see your Bylaws – this is rare but please check). If polls remain open during the meeting which is most likely the case, (i) the President should call for a motion to close the polls so the counting of ballots can begin or (ii) the Inspector of Elections can ask if everyone has voted that wants to vote and simply announce that the poles are closed.
7. Presentation of Awards: Many associations present awards to retiring directors and recognize the work of committees.
8. Open Forum: Members in good standing are free to speak on any matter of interest to the community. Members must observe rules of decorum and disrupt the meeting. Each person will have three minutes to speak. If they are in the middle of a sentence when time is called, they may finish their thought before sitting down. The time guidelines ensure that others will have an opportunity to speak. Speakers may not allot their time to someone else.
TIP: Despite not knowing what members may raise, I have experienced more disputes because the Board did not let members speak at the annual meeting. So, my advice is to definitely allow owners to speak, but control the process. Regulate the duration of time they can speak and never make a decision at that time; only ask questions and take note of the concern. Make sure the owner(s) feel as though their issue has been heard and that you will get back to them. And then, in fact, GET BACK TO THEM.
9. Election Results
11. Organizational Meeting: New and continuing Board members will meet after the meeting to elect officers and establish Board meeting dates an