What to send out prior to annual meeting

Started by KarenT • 5 replies • 842 views

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KarenT (Washington)
Posts: 250

Posted:

When our annual meeting is announced, we typically send out the meeting agenda only. It usually only has these items:

● approve minutes
● previous year financials
● projected budget for current year for both operating fund & reserve fund.
● reminders
● any item requiring a vote i.e. any changes to or amend the CCR's or bylaws.
● Open Forum
● Adjourn meeting

Our question is:

Should the secretary send out in advance the previous year's income/expenses, projected budget and changes to be voted on with the agenda or wait to hand everything out at the meeting?

This has been debated many times and most of the board believes we should wait until the meeting.

Thank you for your input.

P.S. we are a very small HOA with just 12 single family homes and most everyone knows what goes on at the annual meeting.

KerryL1 (California)
Posts: 14,550

Posted:

Most HOAs have elections for directors at annual meetings, don't yours?

I think handing out the materials at the meeting makes sense as some owners simply won't care.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

I do not understand why the any need to vote comment. Amending the Covenants/Bylaws is something that takes planning and often legal advice. It is not something just thrown out there at an Annual Meeting.

KarenT (Washington)
Posts: 250

Posted:

Yes, elections typically do but circumstances dictate a delay for office since no one wants to step up. This meeting will discuss how critical it is to have a BOD. Unfortunately this has been a life sentence for the current board total burnout. Trying to get others to step up has been futile.

Regarding the vote to amend - we have had legal counsel look at bylaws & want to amend.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Karen

Then list the Agenda Item as: Discuss future Covenant/Bylaw Changes.

JanetB2 (Colorado)
Posts: 4,219

Posted:

Quote:

Posted By JohnC46 on 03/07/2018 9:34 AM
I do not understand why the any need to vote comment. Amending the Covenants/Bylaws is something that takes planning and often legal advice. It is not something just thrown out there at an Annual Meeting.

Agree Amending CCR’s / Bylaws are something that takes planning and legal advice. However, because it is also something that requires a high percentage of owners ... the planning, legal advice, and questions from owners can take place BEFORE the Annual Meeting. Then at the Annual Meeting you can have a document which most all Owners will agree. This is what we did last year and had 100% Owners agree to Amend our CCR’s when voted on at the Annual Meeting.

When individuals purchase they do so based on what has already been implied and expressed. Making changes to those contracts is not supposed to be easy as they affect many families. When I hear people whine and cry that they cannot meet quorum or get enough votes to change ... I do not tend to feel sorry for them, because they potentially have not properly presented their case to the members in order to receive their agreement.

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