Board Member absent

Started by ErinA1 • 8 replies • 1272 views

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ErinA1 (Illinois)
Posts: 43

Posted:

What is protocol on keeping an absent board member updated with meeting recap? A new board was elected in July and has attended 1 meeting since then, no notice of missing meetings is being given. I have emailed this board member asking if they plan to attend any future meetings or not but in the meantime do I need to send them updates from past meetings?

KerryL1 (California)
Posts: 14,550

Posted:

Are your meetings monthly? Do your bylaws disqualify directors after x number of absences?

Anyway, I think sending the director minutes & draft minutes is sufficient. Why does the rest of the board owe any courtesies to this ineffective & rude director?

ErinA1 (Illinois)
Posts: 43

Posted:

Nothing stated about # of absences but noted on how to remove. Thank you for your response!

SheliaH (Indiana)
Posts: 6,964

Posted:

Check your bylaws again - they may be poorly written (and most are!) but I would think there would be something regarding board member resignations. For example, ours state that if a board member misses e consecutive meetings, he/she is considered to have resigned and the board can appoint someone to serve out the term.

In this case, I agree with Kerry - time to confront this person and ask if he/she intends to remain on the board - if so, start attending meetings, otherwise the board will consider him/her to have resigned (address this in an open meeting, so the person doesn't accuse you of not giving notice.) In fact, send the person a letter stating that he/she hasn't attended any meetings since July - please show up at the next meeting to explain his/her behavior and intentions on participating. If there is no response in writing or in person, the board will accept his/her resignation and put out the call for a volunteer to serve out the term.

If there's nothing in your bylaws, you may want to establish a policy through a board resolution (in an open meeting) for now and then talk to the association attorney about proposing an amendment to the bylaws that will address this, so homeowners can approve it.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

TimB4 (Tennessee)
Posts: 21,059

Posted:

Erin,

As has been pointed out, yes you need to continue to send meeting info to them.

There may be a reason they can't attend.
If you are willing, you may want to offer to have the individual attend via Skype or telephone.

ND (PA)
Posts: 792

Posted:

Some people are terrible at emailing. Maybe reach out in person or with a phone call to see if that is the case of if there is something else going on.

If they are no longer interested or able to be a Board Member, then the discussion about resignation, removal, and replacement can start.

GenoS (Florida)
Posts: 4,276

Posted:

Quote:

Posted By ND on 02/09/2018 7:04 AM
Some people are terrible at emailing. Maybe reach out in person or with a phone call to see if that is the case of if there is something else going on.

If they are no longer interested or able to be a Board Member, then the discussion about resignation, removal, and replacement can start.

Removal of a director in Florida can be done by a vote of the homeowners. This can be very hard to do since apathetic owners are not likely to be prodded into action. Also, a felony conviction can result in a director being removed from the board. Falling 90 days behind in paying assessments results in a director being suspended. Asking someone to resign and trying to reason with them that it's the best way forward for all involved is, of course, usually the best way.

JayF1 (Washington)
Posts: 52

Posted:

our bylaws- director position to be declared vacant if such member shall be absent from 3 consecutive regular Board meetings.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Quote:

Posted By JayF1 on 02/12/2018 9:24 AM
our bylaws- director position to be declared vacant if such member shall be absent from 3 consecutive regular Board meetings.

Many docs say the same but some clarify it as unannounced absence versus a notified the BOD of such.

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