New President, never held a meeting...HELP

Hi Nanci:

The basic rule for most associations is to run the meeting according to Robert's Rules of Order (Revised). There are many books on Robert's Rules (I've attached two files for your reference) and will post a third).

Most boards schedule an "open forum" for owners/members to make comments to the Board; a short period of time either before or after the meeting.

Since it is a Board Meeting, the business of the HOA is done by the Board, and discussion should be between Board Members, not the members who are there to observe the meeting. This is probably the hardest thing for owners to understand, that they are there simply to watch what's going on, so that they can be informed.

Since you are the President, you normally will run the meeting. Discussion comes from people making a motion, getting it seconded; then discussion comes from you recognizing one of the Board members who addresses you; when they are done, you recognize another board member. When discussion wraps up, then someone makes a motion to call the question, seconded, and vote. The President may vote.

Here's a possible sample agenda:
I. Open meeting, check for quorum present; if no quorum, adjourn or wait until a quorum is present.
II. Approve minutes of prior meeting (review minutes of your turnover or annual meeting if it's the first meeting, and minutes from any organizational meeting).
III. Committee Reports
IV. Old Business
V. New Business
VI. Adjournment.

It's best to try to keep meetings to at most 90 minutes (the mind can only absorb what the rear can endure).

Check out what your documents require for meeting notice in your community, to be sure that you're giving accurate notice.

Check your documents and/or state laws regarding what can be done in "executive session," and how to do that. Typically, it's to deal with one of the following:
A. Meetings with the Association's attorney regarding pending litigation;
B. Employee issues;
C. Contract negotiations.

Normally, the Board can discuss things in executive session but must vote in an open session - check your documents and/or state laws.

Minutes are a summary of the Board's business, not a transcript of the meeting itself. "It was moved, and seconded, to erect a swing set at the park. The Board voted to table the motion, to give time to get quotes from several contractors on the cost of erecting the swing set, as well as to get a quote from the insurance company on any additional cost that adding a swing set may incur."

When there are topics that can become controversial (spending money that isn't budgeted, additions to common areas, etc.) it is best not to make a decision at that meeting, without the necessary information (cost, is the community wanting this or simply one noisy individual?). Tabling to the next meeting and then bringing it up as old business, once you've had a chance to find out more information, is very helpful.

Good luck!

J. Patrick Moore, CMCA
Compliance Coordinator
Forest Heights Homeowners Association
Portland, Oregon

Thank you so much, this is very helpful.

Nanci - sorry, truncated a portion of the agenda.
After section II. III. Treasurer Report - report expenses and receivables up until last day of previous month, breakdown of balances in operating, working capital, deferred maintenance, and reserve accounts. For ex. the balance in the reserve account as of Jan. 31, 2007 was $. If no Treasurer than Pres., VP. Sec. to give report.