posting meeting agenda

Started by KarenR2 • 4 replies • 1673 views

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KarenR2 (Arizona)
Posts: 2

Posted:

We are a 55+,Arizona HoA that is self mamaged. We have a 7 member Board,elected by Assoc. members. (We do not have any mgmt. company or property mgr.- we 'do' everything ourselves.
We have monthly Assoc. community Forums, to share information & programs avail. ( did 1 Forum through city waste dept. on new 'recycle' program, 1 about 'Blockwatch' and health/safety with City Police dept. & city Fire dept.- other subjects coming .... then we have our regular monthly Board of Directors meeting. Both of these are scheduled - posted - and have agendas posted prior to meetings. We understand that process & want our assoc. members to attend & be involved. We have had a good response to community volunteers for committees & projects.
We also have a monthly 'agenda planning' meeting, prior to monthly Board meet. and we have recently started having weekly staff meeting/business meeting, to better handle day to day operations.
Our question: Do we need to post an agenda before each weekly operational meeting - & do we need to post an agenda for the 'agenda planning' meeting ?
(it is difficult to forsee daily operations situations that may need discussion 48 hr prior to weekly meet. and it seems redundant to post an 'agenda' for an agenda planning session.
ALL meetings are posted with time,date,place.
We do post AGENDAs for Forum meetings and regular Bd.of Dir. monthly meetings.
Again, question is, do we need to post weekly agenda, &/or agenda for Agenda meeting?
Thanks - Karen, Sec, Bd. of Dir.

NancyD1 (Florida)
Posts: 447

Posted:

Wow, you really get technical. Most HOA's have to post their BOD meeting agendas. If your docs say you have to post the agenda for committee meetings then you have to, but to post an agenda for the agenda meeting? What would you post "we don't know but we will discuss it".

KarenR2 (Arizona)
Posts: 2

Posted:

Our CC&Rs do not adress agenda, only that ALL meetings must be posted, which we do. Quorem,majority = 4 Board members = 'meeting'.
Would we be correct in posting/notifying for ALL MEETINGS, but not necessary to post weekly agenda ? Thanks.

RobertR1 (South Carolina)
Posts: 5,164

Posted:

KarenR2,
If your CC&r's don't address agendas, I think it is probably time to make a change to your By-laws and correct the problem. I would suggest you put this on a regular board agenda, decide how to word it and do the change. You won't need a lawyer, you certainly sound solid enough to boss this.
I would only post agendas for Board meetings. Any committee meetings that is open to all could simply be a notice, with discussion points. Committee meetings need not be a structured as Board meetings. A firm chair is best to keep all eyes on the purpose of the committee. But you don't need to structure yourselve out of business.
I compliment you and your fellow owners for giving of your time and energy to regulate a stable and interested association. E-mailing is effecient and cheap and can serve as notice, as can bulletin boards, flyers or mailings. If you haven't set your association up for a Website and accumulate a e-mail list, you should give it some thought. There are many people that have the skills to set up a site, in fact, you might click on yellow announcement for HOA websites and give them a look.

NancyD1 (Florida)
Posts: 447

Posted:

Karen,

In re-reading my reply to your post I realize that it may sound sarcastic. There was no such intention meant.

All of our meetings must be posted also, but we only post the agenda for the BOD meetings. When you post an agenda for a meeting it limits the meeting. IMO, committees are for opinions. If a person knew what was on the agenda for that particular meeting and the subject they wanted to talk about was not on the agenda why would they participate. A committee Chair should be able to control the meeting, but if something comes up off track are you not going to address it.

The most interesting part of our BOD meetings are the Good and Welfare question and answer session we have after the agended BOD meeting. This is when we hear what is really on everyones mind, be it good or bad.

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