AlexM1 (Oklahoma)
Posts: 287
Posts: 287
Posted:
This is a 2-pronged question. Who is expected to conduct an HOA meeting? the HOA president or the management manager? Who is responsible for taking the minutes?
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Who Conducts the HOA Board Meeting
Started by AlexM1 • 11 replies • 929 views
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RichardP13 (California)
Posts: 3,868
Posts: 3,868
Posted:
It depends on what is your management contract and the arrangement the current board has with ts manager.
Typically, and according to the Bylaws, the president presides over the meetings and the secretary is the one who takes the minutes. But, what if they don't know how or don't want to.
Sorry to say, but many boards are there just for show.
Typically, and according to the Bylaws, the president presides over the meetings and the secretary is the one who takes the minutes. But, what if they don't know how or don't want to.
Sorry to say, but many boards are there just for show.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
Some of these answers should be in your documents - pull them out and read them, starting with the Bylaws, which dictate how the Association is to run.
Generally, the president presides over the meeting and the secretary takes the minutes. Your property manager is there to provide information on what he/she has done about specific issues (e.g. gathered bids on a repair project for the BOARD to review and vote upon). The property manager does not vote. It's ok for the property manager to make suggestions (that's one reason why they're there), but in the end, the final decision lies with the BOARD.
Generally, the president presides over the meeting and the secretary takes the minutes. Your property manager is there to provide information on what he/she has done about specific issues (e.g. gathered bids on a repair project for the BOARD to review and vote upon). The property manager does not vote. It's ok for the property manager to make suggestions (that's one reason why they're there), but in the end, the final decision lies with the BOARD.
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
BillH10 (Texas)
Posts: 1,217
Posts: 1,217
Posted:
I echo Richard.
A few of our client presidents prefer to run all the meetings, about the same number prefer to run the board meeting but not the annual meeting, the vast majority prefer the PM run all meetings.
We offer to perform the secretarial duties as: 1) in most client associations no one will agree to be an active, note taking, minutes publishing secretary due to the overhead involved, and 2) we have found most secretaries do not understand the minutes are not word for word verbatim transcripts and if they do, they do not know what is essential and what is not.
A few of our client presidents prefer to run all the meetings, about the same number prefer to run the board meeting but not the annual meeting, the vast majority prefer the PM run all meetings.
We offer to perform the secretarial duties as: 1) in most client associations no one will agree to be an active, note taking, minutes publishing secretary due to the overhead involved, and 2) we have found most secretaries do not understand the minutes are not word for word verbatim transcripts and if they do, they do not know what is essential and what is not.
DouglasK1 (Florida)
Posts: 2,046
Posts: 2,046
Posted:
Most governing docs give the president the responsibility for running the board meetings. Similar to most other things the MC is tasked with, the board can cede the duty of doing the work to the MC, but not the responsibility for having it done correctly.
Escaped former treasurer and director of a self managed association.
MarkM31 (Washington)
Posts: 494
Posts: 494
Posted:
The MC serves the association. Your very question is "who conducts the board meeting", and the answer is self evident.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Not sure why, but Alex almost always asks questions about items that he can find in his own documents or, in this case in his HOA's contract with the MC.
Our bylaws like, I'm guessing most, say the present presides. that's how our board has done it in the dozen years I've been attending or on it. As others have said, the PM gives reports on items the board has instructed her to do. she alos brings us bids. she also recommends items that need attention.
Our contract with our MC says they write the meeting minutes.
Our bylaws like, I'm guessing most, say the present presides. that's how our board has done it in the dozen years I've been attending or on it. As others have said, the PM gives reports on items the board has instructed her to do. she alos brings us bids. she also recommends items that need attention.
Our contract with our MC says they write the meeting minutes.
SueW6 (Michigan)
Posts: 814
Posts: 814
Posted:
The important thing is who can RUN a meeting.
Some presidents can't - don't know Roberts rules or procedures for running a meeting, or are not good at having control of conversations, don't know motioning procedures or their own bylaws.
I have seen the VP run the meeting; I have seen the management run the meeting; I have seen an outside recording secretary come in and also just a good minute-taker from the general membership.
The president can turn over the reigns to another person, motion made, and accepted by the board that he/she do that for the meeting.
Some presidents can't - don't know Roberts rules or procedures for running a meeting, or are not good at having control of conversations, don't know motioning procedures or their own bylaws.
I have seen the VP run the meeting; I have seen the management run the meeting; I have seen an outside recording secretary come in and also just a good minute-taker from the general membership.
The president can turn over the reigns to another person, motion made, and accepted by the board that he/she do that for the meeting.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Sue makes a good point. We've had a couple of presidents who are quite ignorant about how to preside over effective meetings. I'd say her idea of a vote for some other director or the PM to preside is a good idea.
MarkM31 (Washington)
Posts: 494
Posts: 494
Posted:
Why have a president who can’t do half their job?
DouglasK1 (Florida)
Posts: 2,046
Posts: 2,046
Posted:
Quote:
Posted By MarkM31 on 04/09/2018 11:36 AM
Why have a president who can’t do half their job?
Why have a president who can’t do half their job?
Because they were duly elected. Maybe it's just me, the when I read this, HOAs weren't the first thing that came to mind.
Escaped former treasurer and director of a self managed association.
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Who's responsibility is it:
Presiding at meetings - President or VP if President isn't available (most Bylaws have this in writing).
Minutes - Secretary
Who does the actual task -
As Ricard pointed out, this will depend on the language within the contract.
Personally -
We don't use a MC. If we did, I would prefer that the President runs the meeting and the MC (if they attend the Board meetings) take notes for the Secretary to use in creating the minutes.
However, as Richard pointed out, some Boards give everything to the MC and simply maintain the title of Director and Officer.
Presiding at meetings - President or VP if President isn't available (most Bylaws have this in writing).
Minutes - Secretary
Who does the actual task -
As Ricard pointed out, this will depend on the language within the contract.
Personally -
We don't use a MC. If we did, I would prefer that the President runs the meeting and the MC (if they attend the Board meetings) take notes for the Secretary to use in creating the minutes.
However, as Richard pointed out, some Boards give everything to the MC and simply maintain the title of Director and Officer.
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