Monthly meeting

Started by DeAnnW • 2 replies • 2040 views

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DeAnnW (Virginia)
Posts: 18

Posted:

What format do you all use when conducting an open monthly board meeting?

I type up an agenda that each property owner gets with the minutes to be approved. I review update the property owners on the old business and ongoing issues. Then I present any new business.
Then the floor is open to property owners to ask questions, make comments, etc.

We have a few people that have a comment to make about each subject regardless of what it is, and not that their comments are wrong, but they take up a good chunk of time for the board meetings. The longer board meetings get the more the property owners start chatting amongst themselves and loose interest.

I am just looking for a good format that will allow everyone their say in an organized format.

Thank you.

RogerB (Colorado)
Posts: 5,067

Posted:

DeAnn, following is a format for an agenda and parlimentary procedures which may help. During the first 30 minutes of the meeting the Chair allows homeowners the floor ONCE to speak. Depending on the number who want to speak, the time is limited and if necessary the number of speakers on each side of an issue is limited. There is no discussion unless the Chair allows.

The Homeowners are invited to stay or leave, as they chose, after the open session. However, they are not allowed to speak unless the Chair feels they have pertinent info for the Board to consider prior to voting.

On the agenda subtitles are added under Committees, Old and New Business. And "Other" is always listed under new business to allow the Board to handle business not otherwise listed.

AGENDA

____________________HOA Board Meeting
7:00 PM, Monday, April 17, 2006, (address)

Call to Order

Open Session for Homeowners (up to 30 minutes)

Approve Minutes of Board meeting (e-mailed immediately after last meeting)

Management Report (includes financials)

Committee Reports

Old Business (to expedite tabled items)

New Business

Other (allows for homeowner's items)

Adjourn

RobertG (Arizona)
Posts: 505

Posted:

If you plan to adopt Robert's Rules of Order, that would help considerably in defining what should be done. The agenda posted is very similar to ours. However, the "Old business" is not actually correct. It should be "Unfinished Business" if you follow Robert's Rules. This is only for actions that were started at a prior time and now must be acted on. It is not for business that happened in the past. Also, be careful what you mean by tabled items; many people do not understand the real meaning of tabling a motion.

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