HOA Annual Meeting Rules

Do any of you have actual rules for your HOA Annual meetings??
We are a new board trying to improve our community and I am thinking that we should have a few rules in place prior to our HOA annual meetings.

example:
*No unruly, rude, disrespectful behaviors will be tolerated
*Be respectful of all members
*Don't over talk everyone else

etc....

We have a total of 24 townhomes, 5 on the board which were all just elected this month.

We have member that is going to be making trouble no matter what we do. He has already filed a lawsuit again the association which was dismissed but now wants the HOA to pay legal fees, etc. Long story....anyway, we had to set some ground rules for our 1st board meeting otherwise he would have stole the whole meeting with his wining and complaining, etc. This new board wants to make a difference and we want to do things the right way but some people will just never be happy no matter how hard we try.

We would LOVE some suggestions for rules! :-)

Aug's First Whack at Rules for the Annual Meeting:

-- [Review the governing documents for any requirements they may have for annual meetings, and quote these verbatim first. Check that none of the following conflicts with the governing documents.]

-- The President of the Association presides at the Annual Meeting. The Board does not preside.

-- Open forum will occur one-half hour before the meeting begins. After the meeting ends, a second open forum will be offered. Motions may not be made during the open forum.

-- During the meeting itself, owners may speak only to topics on the agenda.

-- To be recognized to speak, raise your hand. When the President recognizes you, then, and only then, may you speak aloud and address the membership.

-- Except for "advisory motions," motions that were not presented on the agenda are prohibited. This is because the purpose of notice is to allow owners to decide whether to attend or not. This practice is pursuant to conventional rules of parliamentary procedure.

-- Owners may speak up to two minutes on a topic, both at the open forums and at the meeting itself. If the President agrees more time is appropriate, then more time may be granted.

-- If an Owner wishes to propose an "advisory motion," then she or he may do so. An "advisory motion" is a motion recommending that the board take a certain action. Such a motion is not legally binding on the board. Nonethelss, sometimes such "advisory motions" can help the board in its decision-making.

-- The President shall strive to be fair and hear all sides on any issue.

-- Owners are asked to strive to be fair as well and be respectful of others' opinions.

-- Disruptive behavior and shouting may result in ejection from the meeting.

But, Jill, do you wan rule suggestions for board meetings, then? I got lost.

Do your bylaws or MN statutes s require an owners open forum at board meetings?

Nonsense! An Annual Meeting is NOT, I repeat, NOT a Board meeting!

In this case, Melissa is right in saying board meeting because the OP wrote: "we had to set some ground rules for our 1st board meeting otherwise he would have stole the whole meeting ..." I hope she will clarify what kind of meeting she wants rules for.

In my previous HOA, the Board met after the annual meeting. Iowa is not an open meeting state, so members were shooed out after annual meeting business took place. Rules seems appropriate for both in some cases. Kind of sad isn't it that written rules have to be stated for adults to behave themselves.

My particular HOA didn't have rules for either meeting but the annual meeting was typically respectful with some lively discussion at times. I can't speak for the behaviors at board meetings because I was never allowed to attend one.

Melissa, there is a distinct difference. You are taking liberties with your language. You know as well as everyone that the Board attends the ANNUAL MEETING.

Go ahead and make your argument as I know you will but it will make no sense. I'm often puzzled about the world you live in.

I can't even imagine how your meetings were conducted, board or annual when you were president but whatever worked for your community. Who am I to say. I'm one who prefers some professional standards. I am going to make a presumption here, that most HOATalk posters prefer that as well.

Well considering I followed what was in our Articles of Incorporation on how to hold meetings...

We were never over that formal as only meeting showed most interest in was elections. It usually same people on the board every year but with a spouse swap out. No need to overthink it.

Melissa, the Articles of Incorporation do not set out the rules for board meetings. Do you have bylaws? They dictate the requirements for a board meeting and a members meeting.

Jill start this conversation as they/she are intimidated by one owner and are looking to control that one owner especially. Let us suggest how they do that.

First, establish when an owner(s) can talk versus let them interrupt whenever they want to.