How detailed should our meeting "Agenda" be? Ours reads like a novel

Started by DanaA • 17 replies • 2019 views

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DanaA (Florida)
Posts: 117

Posted:

Our Meeting Agendas are flowery and detailed and specific, should they be? Example: Our BOD secretary has asked the BOD for items to be included on the agenda for this month's BOD meeting. I recommended to have on the agenda the discussion of retaining a new association attorney, which was discussed at last month's BOD meeting, and BOD agreed we would research this option. I researched and am recommending a well regarded HOA attorny. Now Secretary has asked for all the details of attorney to put on the Agenda. Do we put all the information about the proposed attorney in the Agenda Items? Or, do we hand out the information to all the BOD at the meeting, and then we discuss? I know this is not a life and death issue, but we are "procedurally challenged" and need some guidance.......

DonnaS (Tennessee)
Posts: 5,671

Posted:

Dana,
Agenda B.O.D. meeting, Oct 26th, 2007

Call to Order

Roll Call

Reading of Minutes for Sept 26th

New Business.
Officers reports,

(Landscape
(enforcement)
(Committee Reports)
(etc) And whatever items you need discussing
Old Business.
(Budget. Bids on items)
(committee reports)

AS LONG AS YOU LIST ALL ITEMS THAT WILL BE ADDRESSED, DO NOT GO INTO THAT KIND OF DETAIL. WHY MAKE SO MUCH WORK OUT OF THIS. THE GENERAL MEMBERSHIP WILL NOT BOTHER TO READ IT.

AnnaD2 (Florida)
Posts: 960

Posted:

Dana, I would suggest you give all the board members all the information you have BEFORE the meeting. That way they can have their comments and questions ready before hand. It makes the discussion "open" but everyone can be prepared ahead of time. This makes for a much more smooth meeting and usually things can get resolved more quickly. Otherwise, it may be "tabled" for yet another future meeting. People don't like having to make snap decisions if they haven't have time to think about things.

DanaA (Florida)
Posts: 117

Posted:

Oh my gosh, thank you Donna! As you can see, we are still in BOD 101. I will notify our Secretary, she is just trying to do things right. You are so correct, the membership won't read it, however, many on our BOD won't either, but that is another story altogether. In the past, we would have to list each violation (for example) we wanted to discuss, and if we forgot one, we couldn't discuss it........thanks.

DanaA (Florida)
Posts: 117

Posted:

Great info. I will copy attorney's info and give to all BOD today.

RogerB (Colorado)
Posts: 5,067

Posted:

DanaA, following is an example Agenda we use:

AGENDA

__________________ HOA Board Meeting

Wednesday, February 21, 7:00 PM, (location)

Call to Order

Open Session for homeowners' input

Approve Minutes of Board Meeting on 11/10/06

Approve Minutes of the Annual meeting on 1/10/07

Management Report (includes financial report)

ARC Report

Unfinished Business

New Business
Election of Officers

Appointment of members to the ARC

Follow up on items presented at the Annual meeting
Roofing
Landscaping of greenbelt and entries
Fencing
Speed bumps on Sunningdale

Other new business

Adjourn

GlenL (Ohio)
Posts: 5,491

Posted:

We do it similarly to Roger's format except that we hold the section for Homeowners to speak until the end, before the BOD adjourns or goes into executive session. We have found if we hold the Homeowner comments to the end, most if not all that they want to know about is covered in the meeting.

Studies show that 5 out of 4 people have problems with fractions

RogerB (Colorado)
Posts: 5,067

Posted:

Glen, we do it at the beginning and most homeowners leave immediately after they get to speak.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Glen,
We also save the time for members to speak until the end of the meeting. It got to be long winded gripe and question sessions and we found it difficult to get the important business done without interuption. After all, these are supposed to be Board meetings, which means the Board has business to discuss and vote on.

Special meetings, annual meetings and workshop meetings are where we have member involvement during the entire meetings.

ChrisB4 (West Virginia)
Posts: 175

Posted:

Donna,

In response to your answer to Glen, I have a question.....

You said:

******************************
Glen,
We also save the time for members to speak until the end of the meeting. It got to be long winded gripe and question sessions and we found it difficult to get the important business done without interuption. After all, these are supposed to be Board meetings, which means the Board has business to discuss and vote on.

Special meetings, annual meetings and workshop meetings are where we have member involvement during the entire meetings.

******************************

I understand that homeowners can get excited and meeting can last much longer than anticipated, but without homeowner participation aren't you missing out on the opportunity to leverage the knowledge of your homeowners?

For example, if discussing an issue like road repair or pest control or whatever their are members of the community that are more knowledgeable in those areas and can add good information, information that could sway how a member votes.

We have a planned annual meeting and 12 scheduled Board meetings a year. The Board may hold as many as 1-3 additional meeting a month behind closed doors.

You mention "workshop" meetings, how do they work?

DonnaS (Tennessee)
Posts: 5,671

Posted:

Workshops are an awesome opportunity for the residents and Board members to work side by side on an issue. We do annual "Budget Workshops" which are usually 3 or 4 meetings that are open to all members to participate in.

The Financial committee prepares the proposed budget and presents it to the Board which then goes to the workshop. At the workshop, the meeting is headed by the Treasurer. He goes line item by line item. Discusses each item if there is a contract involved or if bids, then he gives the numbers for those. Members question and give information for the Board, P.M or Financial committee to look into.

Always, we start this process in plenty of time to have everything ready at the end of the fiscal year.

We also have workshops on amendments and proposals for their changes. This has encouraged resident participation in how our Board handles their jobs and because the members feel much more in touch with the decision making process.

ChrisB4 (West Virginia)
Posts: 175

Posted:

Donna, thank you!!

HaroldS (Arizona)
Posts: 906

Posted:

"without homeowner participation aren't you missing out on the opportunity to leverage the knowledge of your homeowners?" Exactly. That is why Arizona statute allows HOA members to speak any time during the meeting on the subject being discussed and before a vote is taken on that matter. This is in addition to any allotted space on the agenda where members can speak on whatever they choose to. Harold

DonnaS (Tennessee)
Posts: 5,671

Posted:

Harold,

It's a good thing that our government system doesn't work like your meetings because they would accomplish less than what they already do or don't do. Organization is key to a success in these meetings. But then again, if only a couple of residents show up, it is not a problem to get business done but we have way too mant attendees to have a free for all. Comments are called for after business is taken care of.
I wonder if the key words here are--"Board of Directors Meeting"

RogerB (Colorado)
Posts: 5,067

Posted:

Donna, Colorado has a statute similar to Arizona. The Chair can limit the time for each speaker and limit the number of speakers on each side of a topic. A good Chair can control the meeting and move it forward. Also, the Agenda can place time limits for each agenda item including the time for adjournment. I believe a competent Chairperson can allows members' input without a free for all and still complete meetings within 1 to 2 hours.

AnnaD2 (Florida)
Posts: 960

Posted:

Dana---Back to your original post----You're from Florida; I'm from Florida. The agenda should be the topics for the BOARD OF DIRECTORS. As I previously said: ALL Board Members should be thoroughly informed of all facts BEFORE the Board meeting. Your Board of Directors was elected to run the association on a daily basis. While comments from members are ALWAYS accepted and appreciated, it is the BOARD who makes the final decisions. If your agendas are properly posted BEFORE a meeting it does give the members ample time to voice their opinions. BUT when it comes time for the board to VOTE on issues, the members can be "heard" but can NOT expect the Board to delay nor table their decisions once again (simply because) someone finally "got wind" of a decision being made. If the members have no interest in attending the meetings on a regular basis, they have no right to throw a "monkey wrench" into the Board's decisions. THEY elected US to run their association for them. I've seen it too many times where a board had discussed issues for months; then a member shows up and "questions" the Board about their actions. Thus delaying something for another few months. Too many Board Members then get "weak" and "scared" to make a decision for a "vocal" person who doesn't like what is going on. If that is the case, then encourage THAT person to run for the Board the next time.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Well said Anna,
I guess that us Florida people do things a little different because our Statutes allow us to. Our association meeting system works just fine and I am sure that yours does as well. Thanks for another clarification to this original post.
Donna.

RobertR1 (South Carolina)
Posts: 5,164

Posted:

To all,
I was always against closed meetings, the members can't attend.
After 17 years I made be ready to change my mind. We had an regular board meeting at our complex the other day. Usually it is held by teleconference (Closed). We have a five member board and the meeting went on for six hours.
Glad I missed that one.

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