Tabled items pending information / votes and EMAIL.

I have found a bit of delay in HOA business due to board members not ready to conduct business.

Example, board packets are emailed a few days before meetings. They are never reviewed. Therefore questions regarding packet information are often enough to delay decisions.

Our board received a very important bid with options regarding a fencing issue. Our fence is out of city compliance in regard to pool area etc. This isn't disputed. Our Board decided to review our packet bid with the several options and vote via email final decision. I gave a 10 day period to review, and only 1 of the other 4 members has responded.

I am confused because if this is an item that is not negotiable. There is a minimum response but there is two other options for repair. Now, our agreed upon deadline has passed and my two emails have been unanswered.

Suggestions on how to get a more realistic response? I have tried an agreed upon deadline, email and it's just passively ignored.

Our meetings are monthly. I think that the issue at hand is our board as a whole waits until the meeting to review the board packet. This example of not knowing the bid was a classic example.

Should I just have a discussion with them during executive to see what the barriers are to them being a bit more prepared? it's ludicrous that 4 adults can't come to a meeting somewhat prepared and that we have to wait weeks for them to review a simple bid.

Call a special meeting, specifically for the purpose of discussing the proposals and making a decision. This would be in addition to your monthly meeting.

Technically speaking, you should not be making decisions via email. Decisions should be made at an open meeting in front of owners. We all know how impractical this is, but its how it should be done anyways.

The beginning of your post sounds like your the property manager, and the latter part sounds like your a board member, so its hard to tailor the advice. But it seems to me like you need a property manager that can do their job. The PM should be making sure the board is doing their job by reviewing the board package when its received, and being prepared to make decisions at the meeting.

Longer meetings are a "band-aid" solution. If a meeting lasts longer than 1 hour (2 if there are substantial issues), it isn't being run correctly.

Fiona,

This is how HOA board members often act. They "don't have time." I see it all the time. Love them anyway. They'll vote to build your new fence.