Can a WA state BOD have a closed planning meeting?

As a BOD, can we have closed meetings to discuss issues/plans before our regular BOD meetings which are open to the membership? So, basically we would have the "meat" of the discussion ahead of time and then just have to hit the bullet-points at the BOD meetings where we would vote so it is documented.

We do have one or more posters from WA who know your State's statutes.

I do think I recall that WA is an "open meeting" state and no matter what you call them, these "planning sessions" are not permitted if done by a quorum of directors discussing your HOAs' business except in meetings open to your membership. You may have notice requirements too

The purpose of open meeting legislation is so that Members (Owners) can see and hear the deliberative process--HOW decisions are made; the process by which you discuss and debate these decisions. the philosophy of open meeting legislation, in part, is exactly so that Owners can see the meaty part--the sometime-- unpretty process of how "sausage is made."

"issues," on the other hand might be of the retype that should be discussed in closes, that is to say, executive sessions.

Look at your own bylaws first, and then at your state statutes for info on both types of meetings.

Our meetings were always open even when discussing the "big" issues. The first part of the meeting we discussed the Collections report but ONLY the board members had access to that list/information. We just did not use names but referenced the Lot# ONLY. The membership just needed to see what actions we were taking to collect on those who were not paying. The membership had no feedback on this portion. They could ask only about their own accounts and in private after the meeting.

The next part of the meeting we discussed the expenses. This was completely open and copies provided to all. The owners could see what we had spent money on. Anything out of the ordinary or special was discussed or explained. The money was already spent at this point.

New Topics or issues were then addressed after the money. We outlined the issues and/or plans. This is when we as a board discussed the issues of the HOA and what/when we will form a solution. The owners could listen in. Mostly making the final or future decisions. We also read letters people had sent in to the board.

Finally, we did let a owners give their feedback. They had heard and seen all of our decision making by this point. Nothing hidden. That way they could see how we had decided and why. If the owners had a valid point or issue, they could express that and then put it on the list to discuss that meeting or the next.

The whole meeting system is entirely flawed in the first place. A decision to change a light bulb can take 3 months. Considering that if you follow the rules exactly and you have monthly meetings. 1st meeting someone had to mention the bulb burnt out. 2nd meeting had to discuss money to spend and who to do it. 3rd meeting had to agree to pay out the money and buy the light bulb. That is because the only time board members are to make official decisions and to meet officially is at the monthly meetings. If you don't, then you get accused of doing things crooked and behind the backs of members. However, how you supposed to get on the same page if you can't talk to each other?

Sometimes you just have to find a system that works for your HOA. Still do the official work out in the open. However, you may find emails or a website helpful. Those are still subject to being open and available but it will show the work and get it done.

I very much agree with you, CharlesB and especially like your quote: "Boards of directors should simply do the right thing and conduct all business in the open. This is one way that boards show respect for the process and respect for the homeowners of their associations." Your emphasis on respecting owners is one I share.

I also agree that secretive, abusive boards have prompted open meeting legislation.

Melissa, competent, efficient boards do not need to meet to vote on minor repairs like changing light bulbs. It's all about delegation: Either the property mgr. assigns the task or a delegated director manages simple tasks like that.

Fine citation, Glen, of OR statues; should help Susan lot.

You're right, Mark, I meant WA!

OR is on my mind because I just learned my sister/spouse are moving into a new (declarant controlled) HOA there. They've never lived in an HOA before

Our monthly board meetings have been closed for 33 years and somehow we do just fine.

in NY either way is permissible. I find it interesting that some folks seem to imply open meetings are the only way to go when in fact they have no other option.

And I for one don't feel the need to impose my opinions as to how things should be done on anyone else.

I prefer les government direction, less restrictions and less obstacles in getting things done.

And with participation rates in most HOAs at very low levels the myth of open meetings providing transparency to the 4 or maybe 5 people that might attend meetings proves empty.

The shareholders in these corporations elected managers and as with most corporations shareholders don't then get invited to board of directors meetings.

I for one am glad we get to hold meetings as WE see fit rather than having someone else's idea of right imposed on property owners who never requested outside direction.

Ah yes it works for you now while you are the benevolent dictator presiding over your fiefdom but what happens when you can no longer serve? I know, you won't be there so who cares.

Well Glen you have made quite a few assumptions. Dictator we'll not so much. Rather someone willing to do the job while many others sit on their hind quarters in a comatose state. In are last election of the 71 total votes cast I received 68. Not a bad percentage. And forgive me but entering my 28th year of holding elected office WE must be doing something right. You are right though in the event I can no longer serve that certainly would pose problems.
But if the meetings are then opened that should fix everything like it does elsewhere.

As you can see from the bulk of the responses, the answer is no. The meat of the discussion is exactly what homeowners need to hear so they have a better understanding of the issue, the pros and cons of each option and why the board made its decision.

If you're concerned about saving time, there are other ways to do that - starting with expecting all board members to read the agenda and other documents they receive BEFORE the meeting. That speeds up the discussion and ensures everyone's making informed decisions. You can also set a time limit on each agenda item and enforce parliamentary procedure so no one speaks out of turn, has side conversations, etc.

Kerry perhaps this might clear up your confusion.

Seems from your post above on this thread you take the position the "right" thing to do is do all business in open session. Comes across as you being the judge of right and wrong in each and every state and HOA. Hence, my response as us being able to conduct business for more than 3 decades without open meeting. That is why I responded to your comments and contentions.

Like many corporations board of directors meeting in some states and in some HOAs are not open to shareholders. Simply because your state requires open meetings does not make it the only way to go. IMO.

On another note despite my having explained this several times NY is NOT a "closed meeting" state as you seem to like to imply. We here actually have the option unlike your home state.

And contrary to your claims guidelines such as D/S in Californai do hinder the operation of boards and their members to the point of micro-manangement in some cases. I prefer to have those owners who live on each property decide how to handle their own affairs rather than a law professor and a group of politicians. But that's me.

Way off WA & Susan's specific question, but Jon & JohnC, can you each provide three examples of Davis-Stirling's Open Meeting Act hindering Boards' operation and somehow engaging in micromanagement?

How long did each of you reside in CA HOAs? Were you on HOA boards there? Was your board or HOA hampered by D-S?

JohnC is SC like NY in that Board can choose to have open board meetings?

Kerry

When I first joined this chat there was a poster for CA quoting D-S that she had observed a majority of her BOD Members standing around at an association pool party and chatting. She accused them of having an illegal meeting. Several fellow CAers agreed with her.

Talk about first impressions lasting.....LOL

If you're doing it right, most meetings should only run an hour or so, including discussions. Now there are obviously exceptions to the rule but unless your HOA is contemplating a major repair/replacement or policy change, if you can't get it done in an hour, there is something wrong.

We had a president who brought an egg timer to the meetings, she would recognize someone and flip the timer and that person had three minutes to make their point. Believe me it kept people on track as there are some who so love the sound of their own voices they will drone on ad nauseum about the most mundane matters.

And while we're talking mundane matters, while the Board is responsible for income and expenditures, it doesn't have to hold a meeting to approve every purchase. We are a COA and have a MC, while some may be self managed and have a handyman, our MC is authorized to approve repairs up to $125.00 without requiring Board approval.