BOD Meeting Agenda

Started by RobertW35 • 13 replies • 364 views

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RobertW35 (Florida)
Posts: 48

Posted:

What are the regulations on posting an agenda for a Board Meeting ??? How many days before ???? Our CCR's are not specific about agenda. They are specific about posting the meeting itself 48 hrs before.

TamaraG7 (Florida)
Posts: 35

Posted:

Quote:

Posted By RobertW35 on 06/25/2024 7:22 AM
What are the regulations on posting an agenda for a Board Meeting ??? How many days before ???? Our CCR's are not specific about agenda. They are specific about posting the meeting itself 48 hrs before.

An agenda for a Board of Directors meeting must be posted on-site at the posting spot at least 48 hours prior to the meeting. I always document with time/date stamp photo. I also post on the website but that does not count in terms of regulation; regulation is "on-site" posting.

MichaelS56 (Minnesota)
Posts: 859

Posted:

Each owner receives a Board agenda three days in advance using email.

KerryL1 (California)
Posts: 14,550

Posted:

Are you on the Board, Robert?? Another place to look is at your Bylaws, which have a lot more in them about meetings, etc., than do CC&Rs.

If on the Board , don't you want as many owners as possible to be notified about the open meeting time and agenda??

If, as Tamara says, the notice & agenda per state statute only must be posted in some "public" area 48 hours ahead of the open meeting, how do absentee owners know about the meeting??

I'd hope the all HOAs' boards would notify owners with agendas a few days ahead of the open board meeting via email blast as in Michael's & in my HOA.

DouglasK1 (Florida)
Posts: 2,046

Posted:

FS 720.303 starts with this, search for the statute to read the entire thing:
Notices of all board meetings must specifically identify agenda items for the meetings and must be posted in a conspicuous place in the community at least 48 hours in advance of a meeting, except in an emergency. In the alternative, if notice is not posted in a conspicuous place in the community, notice of each board meeting must be mailed or delivered to each member at least 7 days before the meeting, except in an emergency

I didn't check FS 718 (for condos), but I assume it has something similar.

Escaped former treasurer and director of a self managed association.

LoriM15 (Florida)
Posts: 1,009

Posted:

Currently it's 48 hours notice for meetings with the agenda and must be posted in a conspicuous place. We post in each of our clubhouses. For regular board meetings we also eblast the notice and agenda - not currently required by law.

The new law HB 1203 that goes into effect July 1, has this new requirement for posting notices and agendas. There's a bunch of other things that need to be put on the website (that's an understatement) but here are the relevant parts regarding notices and agendas.

By January 1, 2025, all HOAs with 100 or more parcels shall posts the following documents on its website or make them available through an application that can be downloaded on a mobile device. §720.303(4)(b)1.

...

Notice and agenda of any scheduled members meeting. The notice must be placed 14 days prior to the meeting and be posted in plain view on the home page or on a separate subpage labeled "notices" which must be conspicuously visible and linked from the homepage. Must also post any documents to be voted on or any document listed on the agenda at least 7 days before the meeting. •

Notice and agenda of any scheduled board meeting and any other documents to be voted on or listed in the agenda, no later than the date required for notice under subsection (3) (48 hours or 14 days depending on subject).

RobertW35 (Florida)
Posts: 48

Posted:

Thank you all for your reply. Just an FYI I am not a Board member. Just a HOA resident. In regards to agendas. How specific do they have to be ?? All we get is an agenda that lists a general category. For instance “landscaping “ but when we get to the meeting we are asked to write specific questions. If they have a subject like the group cable company proposal, the board expects us to have questions about this proposal when we don’t know anything about it. So I ask, does the agenda have to be more informative so people can ask thought out questions??? Is there a reference to follow ??

SheliaH (Indiana)
Posts: 6,964

Posted:

It's better to have specific agenda items - for example, "review of landscaping contract bids" is better than "Landscaping." You could include a brief summary of the issue to be discussed, so that's something your board should be able to fix relatively quickly. For issues like the cable company proposals, a copy of the proposal could be attached to the agenda and homeowners encouraged to review and send in questions that could be discussed at the meeting - interested homeowners may attend the meeting and listen to the responses.

As for resident questions, it sounds like your meetings may benefit from a resident forum, where people could make comments, suggestions, or ask about any association issue. It doesn't go on and on, because you also have a business portion where people can stay and listen to the proceedings, but questions and comments aren't taken from the floor, so the board members (the people making the decisions) can get through everything on the agenda. Sometimes a question is raised in the resident forum that will be addressed when the board gets to a certain topic, so the president or whoever's running the meeting can inform the resident of that. Other questions could be referred to the property manager for follow up.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

LoriM15 (Florida)
Posts: 1,009

Posted:

In Florida, the statute says that owners have the right to ask questions or comment about each agenda item. In a way, your association is doing you a favor by keeping the agenda items vague. If it says "landscaping" then you should be able to ask any question about landscaping. There's no right or wrong way to do this, but remember that although there may be a limit on how long you can speak (like three minutes), they have to let you address any item on the agenda at the board meeting.

In our association meetings, we allow discussion and questions from the audience before we vote on each item. As long as people are respectful and stay on point, we don't limit discussion to a time limit. We also have an open question session at the end. The more transparent you are, the fewer questions people have.

TamaraG7 (Florida)
Posts: 35

Posted:

Quote:

Posted By LoriM15 on 06/26/2024 7:54 AM
In Florida, the statute says that owners have the right to ask questions or comment about each agenda item. In a way, your association is doing you a favor by keeping the agenda items vague. If it says "landscaping" then you should be able to ask any question about landscaping. There's no right or wrong way to do this, but remember that although there may be a limit on how long you can speak (like three minutes), they have to let you address any item on the agenda at the board meeting.

In our association meetings, we allow discussion and questions from the audience before we vote on each item. As long as people are respectful and stay on point, we don't limit discussion to a time limit. We also have an open question session at the end. The more transparent you are, the fewer questions people have.

Previously, if it wasn't on the Agenda, it was not discussable. Effective July 1, 2024, questions can now be asked about items not on the Agenda.
Without policy on speaking time, get ready for two hour & up meetings...

KerryL1 (California)
Posts: 14,550

Posted:

I agree with Sheila that each posted agenda item should give enough info so that owners know if they want to attend the meeting. With the new legislation that Tamar notes, I'd think you'd want agenda items to quite specific.

Here's a portion of an open meeting agenda sample inspired by Davis.stirling.com (Cali. HOA attorneys)

5. Unfinished Business
a. Balcony repairs
b. Installation of new security gates at pool

6. New Business
a. Tree trimming (slope areas)
b. Schedule for painting buildings 3, 4 and 5
c. Approve Liens on delinquent owners
d. Approve CD Maturity Schedule
e. Possible change in board officers

ElleN (Idaho)
Posts: 4,420

Posted:

Quote:

I think the question you should be asking is what you can do to get the board to be more specific.

Other than politely asking for this, I think you have little-to-no recourse under the law.

For the "days" question: Since despite posting many times here you do not know how to search the Florida statutes, use ChatGPT or an AI tool to answer the other questions.

KerryL1 (California)
Posts: 14,550

Posted:

Tho'Lori's contributions always are so helpful and useful, I think I need to try a correction.

In her 3:53p post, Lori wrote: "In our association meetings, we allow ...." "Association meetings" are meetings of the entire association and also are termed membership meetings or meeting of the members. A common term is "HOA Meetings."

But some mistakenly called Board Meetings HOA Meetings.

Board meetings are entirely different and should only be termed board meetings ( Or Special Meeting of the Board, or Emergency Meeting of the Board, if applicable).

I'm writing this because it's an area where confusion between the two kinds of meetings isn't unusual.

This joins the other often sources of confusion: The difference between directors & officers

The difference between bylaws and Rules & Regs

RobertW35 (Florida)
Posts: 48

Posted:

Thank Lori
Great Advice !!!

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