How to discuss a Board member's request?

Started by AnnieB • 11 replies • 1799 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

AnnieB (Washington)
Posts: 12

Posted:

A board member is planning on presenting an issue at the next meeting. We already know what it is,and it is part of her "personal" agenda. We already know it will be "sticky" and sensitive. What is the best way for us to handle the discussion and come to a decision in a situation like this that is sensitive? If she is present, it is unlikely that board members will be completely open. Thank you.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

The old Elephant in the room don't tell the mouse issue...Always sticky and icky. A few options here. You all could say nothing and let the personal agenda continue. Always an option...Take a secret ballot type vote but not very secret is it? I like the diversion/aversion way. Make new rules just prior to their presentation. The rules that limit the type of actions they want to make. Usually nips things in the bud. Makes them go back to the drawing board too.

I had a policy that one could present their "ideas/plans" all they wanted as long as they did it in front of EVERYONE at an open board meeting. Present your idea/plan to me behind closed doors expect it to be taken to the board/members anyways if you want any of it to happen. I find that OPEN meetings with other general members tends to kill down many personal agendas. The board is elected by the general membership to represent them on the daily operations of the HOA. It's best that one with an agenda discuss it in front of EVERYBODY if they want the rest of the HOA agree to spend their money on it. You would be surprised how many general members will jump on the bus to mow a bad idea down...You all may find your support for a "No" vote amongst your very own.

Former HOA President

LarryB13 (Arizona)
Posts: 4,099

Posted:

When you agreed to serve on the board you implied that you were willing and able to take the heat that comes with the job. Being on the board involves making decisions that some will not agree with. Sometimes it involves looking someone straight in the eye and telling them "No!" You have a duty to act in the best interest of the association and its members. If you have difficulty with turning down a request that is not in the best interest of the association, you might want to consider resigning from the board.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Annie

Do your BOD meeting have a session, usually before the BOD meeting convenes, for owners to raise issue, ask questions, etc? I think all should.

If the person is going to make accusations against another person this should be handled privately with the accuser presenting their facts to the BOD in an Executive Metting. If the accuser has a valid issue then the BOD should act on it. If no isuue, they rule such.

If the person is going to raise issues in an open meeting then the let the reaction of others be the guidleline. If they are al shaking their heads noi or like what a fool, just let her vent and be done with it then say the BOD thanks you and we will consider it.

Benign neglect......

A policy or attitude of ignoring a situation instead of assuming responsibility for managing or improving it.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Annie

I overlooked that the presenter is a BOD Member but still, listen, smile, and then treat it with benign neglect......LOL

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Annie

Me again....LOL

A BOD Member can make a motion but that motion will need a 2nd. If not 2nd, then it dies. Even if a 2nd it will have to be voted on.

They can present all they want but if no tickeee....no shirtee....

JonD1
Posts: 2,350

Posted:

Annie:

Do you have open meetings with owners present? In that case tough to provide a situation when the Board members can address this without influence from the member reasing the issue.

Here we would allow the member to make their case and if it required a Board decison or vote then that member would be asked to leave the meeting for discussion and voting.

After their presentation they would have no role in the decesion making process.

And while you have not provided detail as to their request it might under certain circumstances require the remaining Board members to simply say NO that is not in the best interest of our property.

CarolR11 (Colorado)
Posts: 2,563

Posted:

The others are right--your board must do what's in the best interest of your HOA.

But is this "personal" agenda of hers a conflict of interest, perhaps?

If it has to do with her relationships with directors or with other homeowners, it may be a matter that should be discussed in executive session.

Or if, say, she's behind on hew dues and wants to set up a payment plan or something, that also would be handled in executive session.

For me, your description of the issue is too vague for me to offer suggestions.

BrianB (California)
Posts: 2,820

Posted:

let her present. 1) it's her right and 2) It's better to remain silent and thought a fool, than to speak up and remove all doubt.

If she never learned that, it's time for the lesson.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Annie,

You don't have to make a decision on anything right away.

You can appoint a committee (from amongst the board) to look into options, costs, benefits and risks.

Then after a report is made to the board on those options, the Board can make a decision. If cost is an issue, take it to the general membership as a special assessment - then the membership will decide if the issue is worth it.

Tim

CarolR11 (Colorado)
Posts: 2,563

Posted:

I like Tim's idea about forming a committee depending on what the request is. Or, if your HOA has committees, perhaps it could be referred to a relevant one.

I'm on the board and I also chair the building committee here, which mainly deals with our common areas' functionality and appearance. The board often has kicked topics down to us.

Again, if the matter is something that will mainly or solely benefit that director, the board should direct her to recuse herself.

KellyM3 (North Carolina)
Posts: 2,239

Posted:

Any resident should be allowed to bring requests before the HOA board in an open meeting, officers not excepted nor protected from public discussion. Then, the board must represent the community as a whole. What it decides is what matters, not what a person brought for its consideration. A bad decision rests with the board as does the shirking of responsibility. Burying in a committee is a nice touch, I will admit.

🎯 You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here