Meetings

So we got a paper from the pmc saying we would have the annual meeting .No date was given now I heard where they wanted to have it was supposedly booked .( we have no clubhouse or any place inside to meet on the property ).
Now I hear they still want to have it but I think it will be hard to have a meeting in the evening outside .The weather is starting to turn colder and I cannot see having a product meeting outside .

Now several ( the pmc and the president and vice president ) are stating if you hold it away from the area no one will come.

So my question does anyone here meet outside their subdivision ?

I checked some places but can't see paying 300 for an hour .
The Library has rooms but since I am not able to see what dates are available and I am not sure of an exact date and or time I have not investigated further .( the price was reasonable just unsure if the date and time are )

Last 2 meetings were held outside one was May so hot by noon and the other I think late October or early part of November so windy so cold and people had brought kids and dogs so not much business could be really done because it was a mess .

I am seriously thinking of maybe trying to have a meet and greet minus the pmc but am not sure when I could do it or where I could do it .My house is not large enough to handle to many people .

Thank you I will check city hall .I know they tried the schools but no luck with them .

We always meet offsite for our annual meeting. We rent a room in a community center; I think it comes to $100-$150 or so. Before that we met at a nearby school.

Just checked city hall does not rent rooms ,but the park and rec has some .I just got off the phone and the fee was not to bad ,just not sure if they will go for it or not .

The schools were supposedly booked and they charged anyway .

You could see if a local restaurant would work too. I'd check schools first though.

Yeah I am starting to think they are insisting on outside because how many people want to stand outside in the dark to have a meeting . I do not want to catch a cold ,plus at night its dark by 6 pm .

I don't think this is right .They tell us no one will come that far ( its not that far ) Especially if you do it early am on Saturday .That would be plenty of time to do whatever you want the rest of the day .

I am not sure how to sort of test the inside vs outside theory.I say inside because its gonna be mid November

Well I am trying to figure out how to get people interested in making an appearance at the meeting .
The meeting was suppose to be this month but its not going to happen ,I asked about next month and that is also a no .
Which leaves December in which there is absolutley no way to have one outside .

On another forum I have made some polls and asked some questions .Got a little but of response ,browsed and read tons of info online ,just scratching my head trying to find a way to get communications going .

If it was not for this place I would have given up .

Hmm now we did have trees being cut down but it has not sparked an interest in coming to the meeting .

Spread the word a dues increase will be discussed. People will show up.

Last Annual Meeting we used a free room at the local library. Do include a PA system as most are old and cannot hear wel. Myself included....LOL

Lori ... We use the local Community Recreation Center which rents rooms. I know a few other HOA's who in past have used the local hospital who also had some meeting rooms. You also can try nearby Hotels which also generally have meeting rooms for rent.

I am saying just put it on the agenda and then come time for it, withdraw it. At least the people will be there..........LOL

Lori

You see to jump to conclusions. A dues increase does not automatically mean a raise for a MC.

Have a raffle with cash prizes open to those who attend or give you their proxy. There was a 2008 case in Florida where someone did that and got over 80 people to attend or give proxies. Those proxies were enough to completely change the outcome of the board election. The board appealed to the state DBPR claiming it was an "illegal lottery", or perhaps "bribery". The DBPR noted it had no jurisdiction over Florida bribery or gambling statutes and in the absence of any ruling to the contrary, the proxies were all valid.

Or maybe just serve cake and coffee.

The only problem I am really encountering is that the current pmc and the hoa president and vice president are pretty much saying that we have to do it outside or no one will come .

The secretary cannot be outside in cold weather do to health reasons .I prefer not to be outside either as if its windy how do you write things and keep papers from blowing around .

Another thing is the outside people say if you hold it off site no one will come .

I am on a neighborhood forum running a question post and a poll post .Granted not many have answered but those who did all favor inside and they are preferring a weekend .

Where as the outside people want it to be on a week day .

So I am trying to figure out a place not so far away which is not to costly .( checked out a close school no openings or so I have been told don't know this for 100% but one on the hoa staff works at the school so I would guess the info is correct .

I have inquired at the library but you have to have 4 dates listed and I don't know if would work because we need a set date to send out the letters and not under 15 days notice .

I have checked a church but at 300 an hour that is a bit high .
I have checked park and rec they have a room dates are some what open for weekends at 30 dollars an hour

Bad thing is since I don't have a set date or even a date or second option not sure what else I can do

Now they do have some gift cards they are going to raffle off to those who show up

I know with my one post the big thing they ask is there an agenda and what else is going to happen .I sent those questions to the hoa secretary to answer .

Do you all have set time and dates ?

Thanks for answering ours is not set in stone
like that

Yes I think they can ,and they have dates open .Its just that the pmc and president and v president are trying to make a claim of if we have it off site no one will come .

I am trying to gain support to get people to come but it sure is hard when we have no date ,time or place set yet .Its also upsetting we had a letter sent out first of October about the meeting ,and details to follow .
Someone finally asked if he missed it .I told him no and we would let him know .

Pretty pathetic that we had all October and still we have nothing set up .I sent info to the secretary and she said she also had some suggestions .Its just seems we are being held hostage to those 3 ,who know I am highly suspicious that they are trying to pull something so elections are not held so they keep their spots .( of which they do nothing )

We use to give a door prize at Board meetings. It added a few people. No problem with attendance at Annual Meeting.

LOL ... That is complete BS ... many of us have meetings off site with great results. You just need to try to make sure is somewhat close to your subdivision.

Lori

The only legal to notify all owners is via US Mail. File that tidbit away and we do not need you starting another posting about it. It is what it is.

LoriF3

US Mail may take longer, true. However, there is nothing to prevent you or anyone else from sending a "Save the Date" notice by e-mail or text then follow it up by mailing the official notice during the window of time described in your documents.

I think an outside meeting held in November after dark will discourage attendance not encourage if. Your PM sounds like a piece of work. I would try to contact the HOA that had them as their PM and then got rid of them. Ask them how they did it. From all of your psts, the PM seems to be the first problem to deal with. A good PM may be able to guide you with the rest of your issues.

You are right the company is not good . I have been in contact with the only one on the HOA which will actually answer you .I was told that she wants indoors ( a reason I made a post on the neighborhood asking those what they thought in order to garner which would gain the most attendance ) the people who replied all answered indoors .
Now the pmc and president and v president of our hoa are all for outdoors vs the one who wants indoors .

The other part of our subdivision got rid of this pmc by giving them a 30 day notice .The secretary of our hoa knows this and I have also mentioned this to the interim president of the hoa .I even gave some copies of another pmc which is a lot better place in my own opinion .

I agree we do need a new pmc

I get the impression from all of Lori's posts that there isn't much of a board and that the PM calls the shots.

It sounds to me like the PM is pretty inept. A PM scheduling a meeting after dark in November is obviously not doing their job. There has to be an option for an indoor meeting place. Many posters have made some good suggestions.