Open Mike after Board Meeting

Started by JoanneS1 • 6 replies • 1451 views

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JoanneS1 (Florida)
Posts: 1

Posted:

After our Board Meeting is adjourned we have what we refer to as an open mike session. The last couple of months this time period has gotten out of hand. The members are using it as a gripe session, not only to put the Board on the spot they also talk about the manager and expect answers to all the questions they may pose. Do other HOA's have an open mike time and how do you handle yours.

JanetB2 (Colorado)
Posts: 4,219

Posted:

The best way to potentially have an open session (communication is good) is limit any homeowner to like 3-5 minutes maximum to bring up an issue. Also, make it very clear before said session that the board or PM will not respond to any questions that this session is only for individuals to express concerns they potentially want addressed. If the board feels there are any valid concerns the board may add the item to the next meeting agenda for further discussion.

It is important that the board does not respond to homeowners as that is when it can become in essence an argument or back and forth gripe session. To get an idea on how this works maybe attend a local city council meeting. Generally they have this type session at the beginning of their meetings for individuals to present concerns not on the agenda, but again they do not respond except for maybe saying thank you for bringing up your concern so we can further research the issue.

DavidW5 (North Carolina)
Posts: 565

Posted:

Our board includes "resident's time" at the end of each meeting's agenda. Residents are encouraged to submit written questions in advance of the meeting. Only questions submitted in advance are answered during this agenda item. Other homeowners are allowed up to 3 minutes to address the board.

When the board was under control of the developer these sessions got pretty contentious. Now that we have an elected board that has addressed many of the previous issues, these sessions are more quiet and routine.

If these sessions are volatile, that may be a sign that your board is failing to adequately address members' concerns.

JanetB2 (Colorado)
Posts: 4,219

Posted:

Quote:

Posted By DavidW5 on 04/15/2011 9:37 AM

Residents are encouraged to submit written questions in advance of the meeting. Only questions submitted in advance are answered during this agenda item.

Hi David:

That is a really good idea ... maybe we will give this a try.

PamelaM5 (Florida)
Posts: 85

Posted:

My board takes the opposite tactic - we hear audience opinions during the meeting, on each issue. We believe that hearing opinions at the end of the meeting, after votes have been taken, is just paying lip-service to the members who care enough to show up. Does it get contentious? Sometimes, but not at all since two controversial members have left the board. We've found that if the members feel like they're being listened to that they're less likely to be rude.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Joanne,

An open comment session is good for the members to have. It validates their presence. But the Board needs to control those sessions. If you follow the Statutes, it clearly states that all members have the right to address the Board or to speak at a mmeeting. The conditions are that the request to speak should be limited to 3 minutes(you can alter that) AND MOST IMPORTANT!!, the request must be in writting with the subject included in the request. These should not be gripe sessions but informational to all.

The Statute is 720: 303 ((b) Members have the right to attend all meetings of the board and to speak on any matter placed on the agenda by petition of the voting interests for at least 3 minutes. The association may adopt written reasonable rules expanding the right of members to speak and governing the frequency, duration, and other manner of member statements, which rules must be consistent with this paragraph and may include a sign-up sheet for members wishing to speak.

And 3720:306 (6) "(6) RIGHT TO SPEAK.--Members and parcel owners have the right to attend all membership meetings and to speak at any meeting with reference to all items opened for discussion or included on the agenda. Notwithstanding any provision to the contrary in the governing documents or any rules adopted by the board or by the membership, a member and a parcel owner have the right to speak for at least 3 minutes on any item, provided that the member or parcel owner submits a written request to speak prior to the meeting. The association may adopt written reasonable rules governing the frequency, duration, and other manner of member and parcel owner statements, which rules must be consistent with this subsection.

DavidW5 (North Carolina)
Posts: 565

Posted:

When our board was under developer control, I was in favor of the type of rule in the Arizona legislation governing HOA's. That rule requires that boards allow owners to speak on any motion before the board prior to it being voted on. I understand that this is generally implemented as others have mentioned here with a strict, short time limit for each speaker.

As our board meetings often run for 2 and a half hours or more, without that provision, I have changed my opinion. Currently our board is open and transparent in its actions and is responsive to inquiries from owners so the "residents' time portion of the meeting is usually only a few minutes long.

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