Annual Meeting Agenda

Started by SueW6 • 2 replies • 688 views

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SueW6 (Michigan)
Posts: 814

Posted:

The Annual Meeting agenda set for my friend's condo association in FL this month was:

Quorum verification
Election of Officers
Adjournment

Many "snowbirds" attended hoping to hear SOME kind of report of what was done, what the board plans for the next year in terms of projects, and the financial overview (We were sent a board approved budget the month before) No discussion was allowed. The attendees were told to attend board meetings. They have no newsletter and no minutes to review. They don't know if they even ever met during the year.

Is this normal?

He lives out of state and cannot make the board meetings. Requests for the minutes met deaf ears. What can he do to get information?

SheliaH (Indiana)
Posts: 6,964

Posted:

It's poor practice, that's for sure. The annual meeting is often the only meeting homeowners attend and since they pay the association's bills they should have some sort of report as to where the money's going and other activities that occurred during the year.

This board has basically told people to trust them without any reason why. The theme should be trust but verify - and yes, you will be held accountable if you fail or refuse to provide complete and accurate information. It's probably time for your friend and other homeowners to vote out this bunch and put in another board that will be more forthcoming. I realize many of them live out of state, but you may be able to work around that, thanks to conference calling and even web-based meetings.

This will also mean that these homeowners, including your friend, will need to make time to attend at least one meting, beginning with a special homeowner's meeting to recall this board. If there are local homeowners, your friend may want to start by contacting them to see what they know and what everyone can do. They should check the documents to see what it takes to call the special meeting (they don't have to wait for the board) and do it. Once the board is gone, you will still need people willing to step up and serve and your friend may have to be one of them, at least until things get stabilized. Finally, if your friend has family or other friends who live in the area, he might want to ask them to attend the meetings to listen and hear what's going on and report back. Buy them dinner for their trouble or just pay them if that's what it takes.

In the meantime, if there's a property manager, send a letter requesting the information and copy the board. If nothing happens, send another one, more strongly worded, and send it certified with a return receipt requested. I believe Florida has a ombudsman program or something that mediates complaints involving homeowner associations, so that could be step 3. If nothing works, your friend may need to take legal action to blast the information out of the board.

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

JanetB2 (Colorado)
Posts: 4,219

Posted:

Quote:

Posted By SueW6 on 03/21/2018 2:21 PM
The Annual Meeting agenda set for my friend's condo association in FL this month was:

Quorum verification Normal and required
Election of Officers Normal and required
Adjournment Normal and required

Many "snowbirds" attended hoping to hear SOME kind of report of what was done, what the board plans for the next year in terms of projects, and the financial overview (We were sent a board approved budget the month before) No discussion was allowed. The attendees were told to attend board meetings. They have no newsletter and no minutes to review. They don't know if they even ever met during the year.

It is normal to be sent a month or so before the budget as that is an item the owners approve for the next year in many states. Potentially if need to increase and approved it will increase. If not approved by the membership then then potentially utilize the last year approved budget. They cannot have prior minutes NOT available to review ... as those are open to all members upon request. Virtually every state via their State Statutes require the HOA to allow members access to any and all meeting minutes.

Is this normal? Some items yes and other as noted no.

He lives out of state and cannot make the board meetings. Requests for the minutes met deaf ears. What can he do to get information? My initial response would be to send them a letter with your request via “Certified Return Receipt”. That will give the HOA a heads up that you are tracking your correspondence and hopefully receive a better response.

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