What is the correct term for the meeting right after the annual meeting to elect officers?

Started by ShannonB3 • 18 replies • 1498 views

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ShannonB3 (California)
Posts: 4

Posted:

Our "Association" not an HOA had our annual election. After the meeting, we went into a meeting to nominate and vote officers. The new President insists that I (the secretary) call this a regular Board meeting and I have been told I need to refer to in the minutes as an organizational meeting or executive session meeting. Can someone clarify this point and provide a reference for Me? Thanks Shannon

NpS (Pennsylvania)
Posts: 4,216

Posted:

http://www.davis-stirling.com/ElectingOfficers/tabid/1550/Default.aspx

Sikubali jukumu. Read all posts at your own risk.

ShannonB3 (California)
Posts: 4

Posted:

Thank you..I will look but we do not fall under the Davis Sterling act because we are an Association...not an HOA. We have no community property.

DouglasK1 (Florida)
Posts: 2,046

Posted:

We just call it a board meeting. That seems apt because it is a meeting of board members to conduct board business, even if the business is solely electing officers.

Escaped former treasurer and director of a self managed association.

DouglasK1 (Florida)
Posts: 2,046

Posted:

I'll add that unless members (homeowners) are excluded, it would not be considered executive session, and I see no rationale for excluding members.

Escaped former treasurer and director of a self managed association.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Could it not be an Executive Session?

GenoS (Florida)
Posts: 4,276

Posted:

It's just another regular board meeting. If the only thing accomplished is the election of officers then it could be called an organizational meeting, but the directors are free to re-shuffle the officers at any time, and if they were going to do that it doesn't need to be at any specially called meeting. There's nothing preventing other business from being transacted at the same meeting except, maybe, the lack of a clear agenda.

JeffT2 (Iowa)
Posts: 880

Posted:

Do your bylaws ask for this meeting? If so, what words do the bylaws use to refer to it? Use the same words.

DavidW5 (North Carolina)
Posts: 565

Posted:

Our bylaws referred to it as the Board Organizational Meeting.

RichardP13 (California)
Posts: 3,868

Posted:

The proper terminology in California is "Organizational Meeting". Typically, it is placed on the agendas for the Annual Meeting and would be held after the Annual Meeting. It is possible to hold it at a later date in which case proper notification to the members is required. As the subject doesn't fall under any topic allowed in Executive Session, it is required to be held in Open Session in which the members are allowed to attend.

When selecting officers, it is possible for the vote to be done by secret ballot.

Check your Bylaws for directions.

PitA
Posts: 1,416

Posted:

Quote:

Posted By DavidW5 on 02/04/2016 5:35 AM
Our bylaws referred to it as the Board Organizational Meeting.

..... then why ask ?

PitA
Posts: 1,416

Posted:

sorry ... must .. learn .. reading

KerryL1 (California)
Posts: 14,550

Posted:

Well, Shannon, the Davis-sirling legislation covers all common interest developments (CIDs).

I'm curious: If you have no common area property, why are you an "Association"? Are you by chance incorporated? If so, how t of your articles of incorporation refer to your "Association"?

ShannonB3 (California)
Posts: 4

Posted:

We have an architectural committee and a Board that governs the arch committee if that makes sense.

I am the secretary now which will lead me to my next question.

As Secretary I audio tape the meetings so that when I go back and write the minutes..I do not miss anything. However, a few Board members who have been on for 10 years and vote together, have asked me to submit "drafts" so that they can alter..and what they are trying to get me to alter is the "salient facts' and decisions made without motions. I am very uncomfortable with this because it will appear very differently than what happened.

How do I address this that I do not feel comfortable changing all of the suggested revisions?

Shannon

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Shannon

Technically/legally Minutes only contain motions mades and action on such. The rest of a meeting is nothing more then discussions. chit chat, etc.

Me thinks you might be putting to much in the minutes and recorded or not, the Minutes are subject to your "editing".

DouglasK1 (Florida)
Posts: 2,046

Posted:

As John mentioned, minutes should be pretty succinct, we just list the agenda items, attendance, motions made and their disposition, and future action items, such as "get quotes for tree trimming to review at next meeting". If there was some topic that engendered much discussion but no action, we sometimes include something like "discussed maintenance of trees in park" without further commentary.

That said, minutes are generally not final until approved/accepted at the next meeting, and we always distribute the draft to the board members for review and if needed, correction, before that meeting.

Escaped former treasurer and director of a self managed association.

ShannonB3 (California)
Posts: 4

Posted:

I really appreciate that! However, I am on 3 Boards, two as secretary of a planning and land use board so I am fairly comfortable. My difficulty is that this Board, well once a draft is sent out, I have so many revisions from the different "camps" on The Board. But the President wants to actually alter the meaning of certain non motion decisions made that would not reflect accurately to the neighborhood. I need to come up with a way to control or decline including them...or letting the Board know all revisions that change the content of the discussion is not transparent and I am not comfortable with. Any thoughts?
Shannon

TimB4 (Tennessee)
Posts: 21,059

Posted:

To amend or not amend is the Boards decision.
As Secretary, make the argument why there should be no change and have the board vote.

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