Board Meeting Agenda not being sent

Started by HaleyH • 9 replies • 187 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

HaleyH (Illinois)
Posts: 67

Posted:

We have a new Board installed and they passed out the future Board Meeting dates at the last member meeting. (Not all members were in attendance).
The first meeting was held and the Board did not send out an agenda beforehand. We are in Illinois. Isn't it a requirement that the Board distribute the Board Meeting agenda to all members? Members would be able to decide if an agenda item is of interest to them and attend. I brought this up and got some pushback from the Board.

Thanks in advance.

KerryL1 (California)
Posts: 14,550

Posted:

Different states have differing statutes about this topic, which. basically is "notice" requirements. I know IL is an "open meeting" state where owners may attend all board meetings (except executive session meetings). But I don't know what the notice requirements are in IL. And they might be in your HOA's Bylaws. If not in your Bylaws, I believe IL has HOA states. So you'd want to look at those. her's currently no regular poster from IL on this forum

These notice requirements may be just a simple notice and agenda on a bulletin board in a common area.*. Your previous Board sounds owner-friendly. does your HOA have a certified community manager? Or is it "self-managed? Or?

*Tho' not required in CA or by my HOA's Byaws, our community manager sends an eblast to all owners 4 days before open Board meetings with the agenda.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

Are the board meetings on zoom, google meets, or teams? if so you can send an AI bot in your absence to get a transcription and summary of the meeting. There are several free services for that.

while I agree with you, it might be difficult to force secretary to get that out. you might recommend or volunteer to do the agenda's for the board, that would be a way to help them and get what you need. with AI writers getting an agenda done takes a few mintues, literally tell AI writer to make HOA agenda with topics, a, b and c and it spits it out, copy , paste and done.

vis ta vie

CathyA3 (Ohio)
Posts: 6,299

Posted:

Re: meeting requirements in Illinois, The Illinois Condo and HOA Law Blog addresses this topic.

SheliaH (Indiana)
Posts: 6,964

Posted:

It's weird how boards will push back on the craziest things, isn't it? All they really need to do is come up with a template, fill in specific topics that will be discussed, and send the thing out. Or post it on the community website and update as needed. I don't know what your state law says (you can look up Cathy's reference yourself), but I think it's good to have it available at least three days before the meeting - I prefer 5-7 days.

There are other templates around the web -research a few, and perhaps take Wendy's suggestion and offer to prepare it to ensure it's out on time?

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

HaleyH (Illinois)
Posts: 67

Posted:

We are self managed -- only 17 townhomes. We do not have club house or anywhere to post a notice. I was on the prior Board and we always sent the members the Board meeting agenda along with the meeting date. We have a section in our CCR that states all meetings must give notice and PURPOSE of meeting.... to me this infers an agenda so we know what they will be discussing.

Thanks.

CathyA3 (Ohio)
Posts: 6,299

Posted:

It may be an agenda, or it may be garden-variety incompetence. It's hard to tell from the outside unless you know the players well and they have a history of similar acts.

FWIW, I know of a board president whose term was expiring and who just appointed herself to a new term. Horrible, right? This was 100% a good faith mistake due to a combination of inexperience and prior turmoil in the community that led to a complete of the board and that gave the newbies a flawed understanding of how things were supposed to work.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

A frame sidewalk signs would not be that expensive and a good visual reminder of the meeting date.

vis ta vie

CathyA3 (Ohio)
Posts: 6,299

Posted:

Quote:

Posted By CathyA3 on 08/01/2024 7:09 AM
... snip ....This was 100% a good faith mistake due to a combination of inexperience and prior turmoil in the community that led to a complete of the board and that gave the newbies a flawed understanding of how things were supposed to work.

Grrrrr... I swear this time the computer did it.

This was 100% a good faith mistake due to a combination of inexperience and prior turmoil in the community that led to a complete replacement of the board and that gave the newbies a flawed understanding of how things were supposed to work.

SheliaH (Indiana)
Posts: 6,964

Posted:

We have a sign in front of our clubhouse, but si ce you don't have one, suggest this board do what it did when you were a member, such as sticking the agenda 8n people's doors (you can't use the mailbox because anything in a mailbox has to have postage).

Is this the first time this board missed sending the agenda on time? If so, that may explain the pushback you received. Mistakes do happen, after all, and you know board members have a life outside association business and sometimes that gets in the way. Show them a little grace and offer to help.

Also, if the meeting is at the same time and day of the month (e.g. every third Thursday), not having an agenda shouldn't stop you from attending. Show up anyway and listen to the proceedings - if it becomes clear there isn't anything that's especially important to you, leave quietly and wait for the minutes.

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

🎯 You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here