Meeting "Without Notice" ?!?

Here's a new one for you; at least I've never seen this before. We had our annual member's meeting last night. After we adjourned, our property manager said he wanted to have a meeting with the board. We asked if he'd like to set up the date and time and he said, No, he'd like to have it now. We questioned how that could be done because it wasn't duly posted nor called. He said it would be a : MEETING WITHOUT NOTICE. We'd never heard of one of those; the full board was in attendance. He then proceeded to ask us questions and discuss various issues. The meeting was never called nor dismissed. To us this looks like an illegal meeting! If so, should we just ignore it and pretend it never happened? I certainly don't want to post the "minutes" as I don't feel it should have happened.

AnnaD, It is not a meeting without notice. He is not a member of the Board, he works for the Board. If the Board was available and consented to met, I see nothing wrong with that. It becomes a business meeting and does not violate any rules I know of. Have your secretary take note and make a report to the members. In fact, why don't you make this a regular chore of your board to meet with PM, nothing wrong with that, good business. The board will be hard pressed if they want to conduct a formal meeting every a board meember waants to sit down and talk about business with the appropriate people. I bet you all e-mail or phone each other all the time without calling a meeting.

Business without meeting can be search on the search feature of this main disscussion topic page. Good luck.

In the Board minutes, write a short explanation of how this happened and state that if the PM wants to address the full meeeting in the future, he will have to be on the agenda. Also state that the board is trying to work out an agreement with the PM to set up regular business meetings between the board and PM. If it happened at an open meeting, it should be included in the minutes, just don't hang youselve by reporting something that did not happen.

Yet another case of the management company tail wagging the dog. This occurs because of the nature of filling boards with inexperienced, untrained volunteers who have to lean on the management company for advice. Unless a board asserts itself, slowly but surely the management company takes over and calls all the shots.
It is important for all boards to remember who is paying for this. The management company is their employee. It is also important to review the contract to avoid "automatic" renewal and, very important, that it can be cancelled by either party with minimal notice. Harold

BradD, what you said, I agree with. Donna, I love your responses and replies, yet I think you may be wrong. Florida is very strict about how we conduct meetings. (It is a condo association). My original post was if anyone had ever heard of a "Meeting Without Notice". ALL meetings where a quarum of directors is present must be posted (usually 48 to 72 hours) and everyone should know in advance. By the way---this property management company and manager, are the ones who are being "let go". This will be the last meeting they attend, representing us. But I don't want to post the "phantom minutes" if the meeting was illegal.

All, thought that I would a little "spice" to this thread be a "Devil's Advocate."

Meeting Without Notice in this particular situation is valid because the PM met with the full board. When you have all members of a board of directors, you have effected quorum; and when that is combined with discussions of the HOA's business - that is in effect an official meeting. With that said, and depending on your "open meeting" law requirements, the membership was the audience that "notice" should have been properly effected to.

Also,
From reading the original post again I see this took place after an annual meeting. All of my last applies and also, the meeting without notice was not on annual meeting agenda and if the annual meeting was adjourned, any discussion after that was just that: discussion among people and not all were members.

Jade,
Maybe I can think of some more ways to say the same thing.

Done,
I am glad we agree and I heard of this kind of things about board having meetings when several of them get together. Our documents do not mention that particular provisions. I discount that as being impractical and moot in my mind. To me a meeting has to be formally held and called to order.

Ou documents state that "Actions without a meeting" are when it becomes necessary for the Board to take action without a meeting, they must have 75% of the vote by vote or proxie.
Example: Board wants to tear down a small building that was damaged and need member approval. Board sends out to members and explains and asks for proxies or vote. Votes are verified and tallied by apportionment vote, and that verifies the action to be taken or taken, (that is right to be taken or taken) (when the votes are counted and verified the action can be taken and then read into the a Board meeting at some point, or they may be read into the minutes of a board meeting that the action will be taken).

This is probably a poor example because the Board can call a special meeting and do the same thing on 2/3 of vote. Or they could bring it up at an annual meeting and do it with 51% of vote.

I am comfortable just letting the sleeping dog lie and getting on with program, if it comes up and someone can justify it (members), do it. But no way does it fall under the managers responsibilities or concern for that matter.

Hope this makes things less clear, and why are you going to give one of those bums taxi fare. Let them walk home, give them time to think how to make good decisions.