Board Packets

Started by AnnT3 • 9 replies • 2885 views

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AnnT3 (Delaware)
Posts: 6

Posted:

How many days before a board meeting should the board packets be given to board members? What is a reasonable amount of time? We have 400 units and our board packets arrive the day before. It;s hard to go through everything in time for the meeting. I would like to be reasonable in my request to receive the packet a little earlier.

MikeS1
Posts: 521

Posted:

We usually need a week in order to review the packet, do our homework and then be prepared to act on the agenda, but sometimes it's usually 3-4 days before. The day before is just not enough time.

MikeS1
Posts: 521

Posted:

We usually need a week in order to review the packet, do our homework and then be prepared to act on the agenda, but sometimes it's usually 3-4 days before. The day before is just not enough time.

DavidW5 (North Carolina)
Posts: 565

Posted:

I'm curious - when do you make the board documents available to the members? I ask because the Virginia POAA statute requires that they be made available to the members at the same time they are provided to the board members. Our HOA hasn't done that. They put a copy out on a table during the meeting for members to look at. So far, nobody has made an issue out of this. I'm wondering what the practice is at other VA. HOA's.

CarolR11 (Colorado)
Posts: 2,563

Posted:

We 7 directors always get ours 6-7 days ahead of the meeting. This gives directors time to ask questions of mgmt. about anything that's unclear, etc. Our and h'owner agenda item requests are due to onsite mgmt. about 11 days ahead of the meeting.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

It depended on what the date was our meeting fell on. We had our meetings the Second Thursday of the month. However, sometimes our financials weren't available until the day of the meeting. Our collections were due the latest 15th of the month. Often our financials didn't reflect anyone who paid late.

You may want to coordinate your packets and meeting times if it's that much of a problem. I usually stopped by the Accountanting office prior to our meeting and handed out the documents there. They would run the copies I needed and divied them out. It may be an extra expense to pay for. However, if you request it to come that way, it may be worth it.

Former HOA President

BonnieG1 (Nebraska)
Posts: 1,186

Posted:

This discussion is quite interesting. I became a Board Member Jan 10 or this year. We didn't even know what the agenda was until the Board Meeting. I had even e-mailed the Vice-President and requested an agenda for the meeting and got not response whatsoever. A surprise agenda caused a major problem the month before I bacame a Board member. It appeared we were done to only 2 board members, so I agreed to be on the board. My name had been mentioned many times before as a possible Board member.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Depending on what is happening, some items are sent weeks ahead of time (like a new resolution) and some just a few days (minutes). If I'm super busy I'm ashamed to say that sometimes the agenda gets out the day of.

Typically, we get stuff out a week before.

Remember, everyone is a volunteer and sometimes other issues places the HOA duties to the back burner. If this happens to you, tell the other board members that you need help this month to accomplish what needs to be accomplished.

Tim

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Believe it or not, your meeting agenda is in your CC&R's. I know ours was. there was a section regarding meetings and what they covered. See if your rules has the same paragraph.

Former HOA President

RickW (Illinois)
Posts: 169

Posted:

We typically receive our board packet a week before the board meeting. In my eyes, thats only pertinent for new board members. If you are on the board, you should be aware of the topics to be discussed at a board meeting simply by knowing what topics have been addressed in recent communications.

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