annual meeting & homeowner open forum.

Hi everyone.

Our annual meetings have very low attendance. Those who come, primarily come to voice our concerns regarding violations against them. They have been given multiple HOA notices by mail and reasonable time to address them. Each HOA notice is an increment of $30. My concern is they will be disruptive to our meeting and most likely have no positive results in these homeowner open forum. Any advice the proper way to address like these homeowners (1 or 2 of them).

I am thinking more in response how you would control these situations with Roberts Rules. How to execute an intervention if you are the chair of the meeting. Checking youtube Robert Rule videos but none really cover unruly or out of order situations. I never experience this but I am expecting the worst in order to be prepared. Any advice. Thank you!

So...you expect a few with outstanding fines to bring up their issues or disagreements at the Membership meeting, is that right, Jay?

If so, why not invite them to meet with the board in executive session to represent their case? Matters of Owner discipline may be dealt with in Ex. Sess. Aren't they all between the Board & the owners? Weren't they called to a hearing before they were fined?

Why would you hold an Open Forum in a members meeting?? Is that required in WA? Don't you have open monthly or quarterly board meetings that include an Open Forum period?

In other words, for your agenda, list & publish the items that you'll cover, e.g., election matters. Simply don't permit any other discussion.

Now, from what I've read on this Forum, some annual meetings do seem to be bitching sessions and I cannot see why this should be the case.

There is materials in Robert's rules on this topic, but I don't have time to look it up now.

After opening the meeting, announce the rules of engagement - there is an open forum, but there will be a time limit on speaking. Inappropriate language, threats, yelling and that sort of thing will not be allowed. The first time you get a warning, the second time you'll be asked to leave and if you don't, police may be called to escort you out if things get hairy. Once the forum ends, the business portion of the meeting begins - no questions or comments will be allowed from the floor so the board can get through the agenda.

You should also explain that the open forum is NOT the place to discuss specific HOA violations, whether it's a denial of an exterior change request or a notice of lien for delinquent dues. If you'd like a hearing on a specific issue, follow the directions outlined on your letter - if you can't remember, here's a form to complete and turn in.

First, I don't think you should eliminate the open forum. It is a meeting of the members so they have a right to speak, even more so than at a board meeting. A time limit is a good idea.

If their only comments are complaining about enforcement actions then I would let them vent. If they become disruptive inform them they are out of order and will be asked to leave if they continue. If they continue, call a recess until they control themselves. Walk outside and take a break if necessary.

The problem with venting is (1) people can get wound up really quickly because the more they talk the madder they get and (2) they will often demand some sort of settlement on the spot and that really isn't what an open forum is for. It's one thing to say "hey, I think there should be more (or less) enforcement on X because..." and sitting down as opposed to "I'm getting sick and tired of you SOBs hassling me about my chickens (or number of cars in the driveway or...") The board can listen and then agree to investigate an issue (or have the property manager do it) and if it's something where a policy might need to be tweaked, bids obtained for new repairs, etc., that can be put on the next meeting agenda for further discussion.

Thank you, everyone!!! I really appreciate all your advice and experience. This saves a lot of time for newbies like us. Now, I have a general understanding what to do in open forums and how to address them if it becomes too disruptive.

That is very funny Jerry. I do admit, I wouldn't know what to do if someone came to our meeting dress in a chicken suit!