Successful Homeowner Association Non-Executive Regular Board Meetings By Rich Klobuchar, CFP®
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urposes of Open Board Meetings
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Managing to make a
difference 30 years of association management experience Reserve Plans are included in our management program Proactive management, including weekly property visits Smart, expert, professional advice
Omega Management, Inc.
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• Allow board members to discuss issues and make decisions through motions and votes—only board members can vote. Comply with MN law—“board meetings must be open to unit owners” (owners, as observers, can choose to attend or not attend). Fulfill requirements of the By-Laws— e.g. have one annual board meeting to follow the annual meeting and a minimum of four additional board meetings within a year. Give owners confidence that board decisions are transparent, in the best interest of the Association, and are shared with owners. Distinguish board meetings from other meetings—annual, ad hoc, special, unit owners, executive and committee meetings. Inspire and prepare future board members and community leaders. Provide stability and continuity for the Association when board members leave the board and new board members are elected.
Notice of Board Meeting to Owners— three to four weeks before the meeting, owners should be sent a notice of the board meeting stating that all owners are welcome to attend the board meeting—the notice should also include a preliminary agenda. Reminder Notice of Board Meetings to Board Members—about a week before the meeting, a packet of materials should be sent to board members including a current agenda (also, minutes and financials from the prior month) to be read by board members before the meeting. Board members should let the President and Secretary know their attendance plans at least several days before the meeting.
Timing of Board Meetings—having monthly meetings on a set day of the month at a fixed time has worked well (e.g. Third Thursday of the month at 6:30 p.m.) Board Meeting Location—a static public place rather than a home, that is quiet and that can accommodate observing owners and guests. Open Forum Before Board Meeting Begins 6:30 p.m. 1. Board members listen to owners express their thoughts, with a time limit per speaker of 2 to 3 minutes (overall time limit of 15 minutes) The Secretary or Vice President should keep track of the time and let the President know when the speaker’s time limit is reached. 2. Rather than board members responding to the speaker at this time, the Secretary, with the aid of a laptop computer, takes notes regarding who spoke and what their concerns are for later follow up. 3. After the meeting ends, the Secretary can make copies of written material the speakers may provide and give the material to board members. Preliminary Quorum Check—the President determines if a majority of board members are present so the meeting can begin, including those on speaker phone. Proxies are not allowed. If there is a quorum, proceed to Board Meeting. If not— wait, call member, or reschedule. Board Meeting 6:45 p.m. 1. President states there is a quorum and calls the board meeting to order—only board members are permitted to speak. 2. Secretary takes minutes indicating the start time and which board members are present and not present. 3. Agreement on agenda with approximate time limits—although most agenda items should be sent to the President and Secretary well before the Board Meetings continued on page 18 November | December 2012
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