Setting the agenda. Question

Can any Board member put whatever item/s they want on the board meeting agenda without disclosing specific details of the item/s so other Board members can know what’s the item/s are about to prepare for the discussion? How does a Board go about avoiding one board member putting items on the agenda that are of interest only to that one board member?

On the other hand, what harm is there if a board member puts an item onto the agenda that only interests them - aside from possibly wasting some time?

Maybe the item is of interest to other homeowners and the rest of the board are the outliers.

Or, the person presiding at the meeting says "That's an interesting topic. Please research what it would take to implement something like this, what the pros and cons are, what it would cost, and then bring this research plus your recommendation to the next board meeting so that we can discuss it."

Repeat the previous step as needed. I bet you'll only have to do it once or twice to stop the time wasting - or you'll discover that the board member actually does have some good ideas.

The only additional item beyond what Tim listed is the Managment report.

In our Board, any Board member can propose any topic to discuss. I generally ask that they put together a slide that goes in my powerpoint deck, and that Board member lead the discussion. Assuming that it's an actionable topic, after discussion any Board member can introduce a motion, second, and vote.

Over a lot of years of board service, it's clear to me that organized agendas that the presider sticks to are crucial for well-run & productive board meetings. Tim's sample agenda probably is very typical. We, though, don't have officers reports, but we do have committee reports, and a PM report.

First, are posted agendas for owners to review xx hours in advance of a board meeting required in your state, Janet? If so, any agenda item submittal would need to get to the right persons well before the meeting. Make a policy: The board should discuss and vote on when -- we require 10 days before the meeting-- to submit such items, i.e., it should make a policy. To avoid blindsiding one's fellow directors, the topic, some background and the rationale or reason for the board to use its time on it should be spelled out by the submitter.

If the written submittal to the president/sec'y or PM is unclear, irrational, against the law, it should be sent immediately back to the submitter for additions, research info, corrections, clarity, etc.

This technique has served our Board for about seven years now and works extremely well in keeping meetings on track. So what if a submission has not appeal to the board majority, every director should be able to properly submit and time for discussion? The board can as suggested, have a polite discussion and the presider should ask for a motion. If none, specify in the minutes and move on. Handled as suggested will take only 5 or less minutes for any goofy time. Do restrict the presenter's time to 2-3 minutes.

Imo, it should be the stated or unstated job of any director to submit agenda items to benefit their assn. I really worry if a president or anyone else keeps carefully submit agenda items off the agenda.

Btw, in our HOA, Owners may submit agenda items by following the outline below, which directors also must follow. Owners rarely do though, except to seek reimbursement. The titles are in bold, etc.

Agenda Form

Agenda items are due no later than ten (10) days prior to the relevant meeting. ALL supporting materials (citations, photos, etc.) must be included when submitting this form to the General Manager.

Director/ Member Unit #: Date:

Title for Posted Agenda: “Amendments to Draft Restated CC&Rs”

Time Needed: 5 minutes

Topic: Ratify four substantial additions to the draft CC&Rs restatement.

Reason: Discussion with counsel in executive session led to four draft amendments that should be ratified in an open meeting.

Relation to Association Business: Keep Owners informed of CC&R restatement progress.

Est. Cost: Included in $3,500 fee to GC.

Management needs to do research? No

For: 2/23/21 Open Meeting—Unfinished Business

Motion: Approve the four following amendments to the restated CC&Rs: 1, etc....

Received by: ______________ Date: