Adjacent HOA Director/Officer asking to "observe" our Board meeting

Hi All,

New one for me ...

While I meet face-to-face with other directors or HOAs in our area to exchange ideas, contractor assessments, etc, I got a note today from our management company, fielding a request from an HOA near us, for one of their Board members (their VP) to attend our Board meeting to observe.

I think this is at least inappropriate, so I turned them down. Since this is Florida, we discuss properties in arrears at the meeting, ongoing intent on collections on various properties, complaints, etc.

Thoughts?

The problem, Geno, is that I wouldn't be able to tell until something is discussed that he has no "business" hearing.

I put myself in his place and think about how I could learn - assuming the best - and, I would simply ask to meet with some folks from other Boards to discuss - privately - their processes, etc.

I do want to make sure I'm not being paranoid, though :-)

Community business is not really open for all to see, any more than we would provide minutes of our meeting to other HOAs - or, anyone not an owner.

I appreciate someone would have an interest in how board meetings work - but, if I had an issue under consideration like being behind on assessments, discussion of fines, etc, I know I would not want unknown folks hanging around listening.

George, why don't you find out the goal or purpose of observing your meeting? Perhaps an informal meeting with the person to discuss whatever is on his or her mind would accomplish what they are seeking.

Also, if there is an active CAI chapter in the vicinity, suggest the person join the chapter and do some networking to learn how others operate, address issues, or what have you.

Good points - all.

I have offered to meet privately with the fellow - very happy to assist in any way out of the Board meeting setting.

The fellow showed - he is their VP and with their Treasurer. Nice fellow, but I explained and they departed with my promise to meet and discuss their processes.

Their community (single and six plexes) has had a rough patch with their last management company apparently absconding with the roof fund ... don’t know full details, but they are digging out with special assessments, Board meetings with police, etc.

I'm coming in late to this discussion. I think the right call was made to not have this person observe. The idea sounds like it has good intentions but was not well thought out. For what it's worth in my experience the professional management companies can be helpful with taking care of the administrivia but can miss the mark with things like this.

Sharing ideas, tips etc. anonymously is a good thing. We all do this here, But the challenge, as some of you were saying is the confidential information. For example. It is one thing is a service provider who needs to know information protected by laws (IE: credit info etc.) has access to it. Even then if the association is negligent in protecting that data that could bring liability back on the association. Now imagine if this other board member intentionally or un-intentionally leaked that info. It opens up a can of worms. Would insurance cover it if you are sued? Could an NDA be created, and if so would that be sufficient legal cover etc.? maybe but, I'd want to be very sure my legal basis were covered with the associations council first.

If he offered a reciprocal arrangement - we're in if you're in - I would jump on the opportunity.

The specifics on how to deal with privileged information should be easy for the 2 BODs to iron out together. Both groups should have similar concerns on those issues.

The observer shouldn't sit in on executive meetings but, other than that, it seems the observer wants to learn new ideas and approaches.

Thanks - don't think there is a definitive answer, so we can probably let this thread die.

My action was to not support the attendance for training. While I can see the points from others, my concern is the open or inadvertent sharing of private or protected information to a non-member.

This will probably never happen, again, though :-)

An observer would be ok for a general meeting setting, not executive meeting. In all my years I have never seen secrets from an HOA revealed that harmed them in any way. What could an outside do with a copy of the HOA's minutes that they glanced over while delivering the mail?

I have seen board meetings last 5 minutes.

Three on the board and three present. Minutes presented, looks ok. Treasurers report, we started with 5 bucks, took in two and spent two, looks ok. No old business, no new business, meeting adjourned.

SERIOUSLY, is that the kind of things that keep you up at night?

Meeting with him tomorrow for a beer.

Thanks to all.

Who was the link going to help? Me? Seriously.

Met with VP and Treasurer if adjacent HOA, today.

Good exchange on broad and specific topics - Florida Statute to docs to vendors to use of our shared management company.

Interesting points, Chris. Thanks.

However, I still don’t see how the internal business of one community, a not for profit corporation, is something to be shared with non property owners of that corporation.

One of the lessons I have learned as an HOA board member is that if it isn't in your By Laws, Declaration or articles of Incorporation or on your community's original site plan or your state's property association law then you might want to think twice about doing it. I think the lunch option was much better.

This same thing happened to us at our board meeting. Our manager said she thought we did a good job of running our meetings and staying on task. It was meant as a compliment to our board. When we discuss foreclosures or accounts in arrears, we talk about house #74 or house #25. An outsider would have no idea who the owner was as this is not the address. Maybe your manager meant this as a compliment.