Make Up Meeting or No?

At our last annual meeting in October, the board stuck around afterwards to come up with a schedule of quarterly meetings for the upcoming year. We established 4 meetings (Dec '16, Mar '17, Jun '17, Sept '17). I assumed everyone wrote the meeting dates down (I put mine in my phone that syncs with my desktop).

Fast foward to Dec and our scheduled meeting date/location. 3 board members showed up with 2 absent. Our management company also did not show. We held our meeting since we had a quorum of board members. It was a relatively short meeting since we were lacking some financial information but did discuss a few topics.

As it turns out, the managment company said she lost her entire computer system that had any past meeting notes and our meeting schedule and apparently forgot there was a meeting scheduled. One board member didn't attend because he has a new job and a new baby in the household. I haven't heard from the other board member on why he didn't attend.

The management company contacted me today and profusely apologized for not attending. I can't fault her for losing her computer and calendar. However, she said because she was unaware of the meeting, it was never publicized the date/time to the homeowners. We never have homeowners attend but we want to follow our bylaws for publicizing meetings dates/times. She said we must meet in Jan to make up for this missed meeting. My thoughts is put out a notice to homeowners, "sorry, due to a miscommunication the qtrly meeting date/time/location was not sent out. We apologize. Our next meeting is in March 2017." She is adamant about having a make up meeting.

What would you all do?

I assume a certain notice period and agenda is required in your bylaws or in CO, right? If so, I think she's just trying to protect you directors since you didn't follow the law/and or your docs.

I think I'd publicize & hold a board meeting in january, especially if CO requires a open forum for Owners to speak.

Think that is a little extreme to say the least. I have my management software in the cloud, but meetings and schedules are on Outlook. Sorry to say this, but computers do crash. I am sure that EVERY management company has in their agreement a policy for backing up their data. Does yours?

It depends on what was voted on at the meeting. If you approved a budget with higher assessments for the new year, or voted to authorize a foreclosure, then you probably should have another properly noticed open meeting in January to make those decisions valid and enforceable.

Thanks for everyone's input. As for the make up meeting, I am against it since we did have a quorom. We didn't vote on anything earth shattering. We discussed a homeowner's holiday decoration request, accepted our lawyer's fee schedule for next year (its pay for services as we need them) and addeed a clause to our snow removal contract that our contracter was asking for. None of the discussions involved paying out more money.

I want to add a blurb to our next newsletter (due out in Jan) admitting/apologizing for our mistake about the missed published meeting.