PatriiciaR (Texas)
Posts: 32
Posts: 32
Posted:
Does anyone have an agenda policy that addresses howonwer input?
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agenda policy
Started by PatriiciaR • 7 replies • 140 views
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DeanJ
Posts: 1,786
Posts: 1,786
Posted:
Policy no, open segment of the meeting usually at the end.
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
A written policy? No
The agenda for annual meetings was in my last associations governing documents. I'm utilizing it as a standard for my current Association:
Call to order
Confirm Quorum
Approve minutes from last meeting
Presidents Report
Treasurers Report
Membership vote for Directors and other items before the membership
Open forum
Adjourn
One could expand on it and formalize introduction of candidates and nominations from the floor prior to membership vote.
The agenda for annual meetings was in my last associations governing documents. I'm utilizing it as a standard for my current Association:
Call to order
Confirm Quorum
Approve minutes from last meeting
Presidents Report
Treasurers Report
Membership vote for Directors and other items before the membership
Open forum
Adjourn
One could expand on it and formalize introduction of candidates and nominations from the floor prior to membership vote.
MichaelS56 (Minnesota)
Posts: 859
Posts: 859
Posted:
Your Bylaws could have a section that pertains to the Annual meeting agenda. In our Bylaws, the packet of information has to be sent out about 30 days before the meeting.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
Sounds like you need a resident forum. You can have those in the beginning or end of the meeting. We used to have them at the start and end of the meeting, but usually people left after they said whatever they said during the first one and by the end of the meeting, everyone was ready to go home anyway.
The board doesn't have to make decisions based on whatever was discussed during the forum - most issues may require some sort of research anyway or are unique to a specific owner. The forum is for people to make comments, suggestions or criticisms concerning association issues in general. There should be a time limit - 10-15 minutes is plenty, with everyone getting a minute or two to speak up. That doesn't sound like much, but if you have a lot of people, this is the best way to give everyone a chance to speak. Sometimes someone will bring up something that's going to be discussed during the business section of the meeting anyway. If the issue's fairly controversial, scheduling a special homeowners meeting to discuss the matter may be more appropriate.
The main thing is to make sure everyone acts their age, not their shoe size - no cussing, calling anyone out of their name, threats (verbal or physical), turn off the cell phones, etc. When the forum ends, thank everyone for their participation, encourage them to stay and listen to the proceedings, but remind them the business portion of the meeting starts now, therefore no questions or comments will be allowed from the floor so the board can get through everything on the agenda. People are always welcome to send letters to the board with additional thoughts and suggestions before and after the meeting.
If people send letters, they will be read during the forum - I wouldn't say who wrote it, but anonymous letters wouldn't be addressed at all (if you want a response, say your name). Nor would the minutes say something like "Mrs. Jones complained about dogs pooping in the playground" - it's enough to say "some homeowners expressed concern about people not picking up after their pets, especially in the playground area."
The board doesn't have to make decisions based on whatever was discussed during the forum - most issues may require some sort of research anyway or are unique to a specific owner. The forum is for people to make comments, suggestions or criticisms concerning association issues in general. There should be a time limit - 10-15 minutes is plenty, with everyone getting a minute or two to speak up. That doesn't sound like much, but if you have a lot of people, this is the best way to give everyone a chance to speak. Sometimes someone will bring up something that's going to be discussed during the business section of the meeting anyway. If the issue's fairly controversial, scheduling a special homeowners meeting to discuss the matter may be more appropriate.
The main thing is to make sure everyone acts their age, not their shoe size - no cussing, calling anyone out of their name, threats (verbal or physical), turn off the cell phones, etc. When the forum ends, thank everyone for their participation, encourage them to stay and listen to the proceedings, but remind them the business portion of the meeting starts now, therefore no questions or comments will be allowed from the floor so the board can get through everything on the agenda. People are always welcome to send letters to the board with additional thoughts and suggestions before and after the meeting.
If people send letters, they will be read during the forum - I wouldn't say who wrote it, but anonymous letters wouldn't be addressed at all (if you want a response, say your name). Nor would the minutes say something like "Mrs. Jones complained about dogs pooping in the playground" - it's enough to say "some homeowners expressed concern about people not picking up after their pets, especially in the playground area."
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
JimG18 (Missouri)
Posts: 2
Posts: 2
Posted:
We added a Public Comments section to our agenda. This is the last item because we had to end a meeting before all business was completed after a member decided to repeatedly talk out and interrupt others. That was also before we added the following rules to our agenda.
Rules of Conduct for Meetings
1) No action can be taken on topics not included in the Meeting Agenda.
2) All meetings must be preceded by adequate notice. This is generally 72 hours, although it may be 24 hours in the case of an emergency. The giving of the notice should be coordinated through the Secretary. Annual Meetings require not more than 30 days and not less than 10 days notice; mailed to the address on file for each member.
3) The notice must include all items to be taken up at the meeting in such a manner as to apprise all members of the items to be addressed.
4) Except for meetings that provide for public comment, there can be no discussion of any item not on the agenda. Nor can there be action on any item not on the agenda. A "Public Comment" section allows members to talk about anything, and the board may ask questions, but no further action or discussion is allowed.
5) There may be action or motion on an item on the agenda, unless the agenda explicitly states something to the effect of "for information only - no action." For a motion to be voted upon at a meeting, the motion must be provided to the Secretary seven days prior to the scheduled meeting or seven days before the Meeting Notice is sent out.
6) Setting the Agenda. When it comes to setting board meeting agendas, all directors have a right to bring business before the board. Except for decisions previously made by the board, the President cannot refuse to list matters on the agenda.
7) Items Not on the Agenda. Directors may vote on board agenda items the first time they appear on the agenda, provided the specific motion was published with the agenda. If the matter is not on the agenda or is not related to an item on the agenda and is raised for the first time during the course of the board meeting, it cannot be voted on and should be scheduled for a subsequent meeting.
8) Any actions taken by the board without a meeting but with full participation of the board shall be documented and presented at the next meeting and included in the minutes; including the full wording of the motion, and the number of votes cast to approve or disapprove.
9) Public Comments are limited to 3 minutes and are an opportunity for a member to voice their concerns for consideration by the Directors at a later meeting. Members are also encouraged to submit their comments or concerns at any time via the website.
Rules of Conduct for Meetings
1) No action can be taken on topics not included in the Meeting Agenda.
2) All meetings must be preceded by adequate notice. This is generally 72 hours, although it may be 24 hours in the case of an emergency. The giving of the notice should be coordinated through the Secretary. Annual Meetings require not more than 30 days and not less than 10 days notice; mailed to the address on file for each member.
3) The notice must include all items to be taken up at the meeting in such a manner as to apprise all members of the items to be addressed.
4) Except for meetings that provide for public comment, there can be no discussion of any item not on the agenda. Nor can there be action on any item not on the agenda. A "Public Comment" section allows members to talk about anything, and the board may ask questions, but no further action or discussion is allowed.
5) There may be action or motion on an item on the agenda, unless the agenda explicitly states something to the effect of "for information only - no action." For a motion to be voted upon at a meeting, the motion must be provided to the Secretary seven days prior to the scheduled meeting or seven days before the Meeting Notice is sent out.
6) Setting the Agenda. When it comes to setting board meeting agendas, all directors have a right to bring business before the board. Except for decisions previously made by the board, the President cannot refuse to list matters on the agenda.
7) Items Not on the Agenda. Directors may vote on board agenda items the first time they appear on the agenda, provided the specific motion was published with the agenda. If the matter is not on the agenda or is not related to an item on the agenda and is raised for the first time during the course of the board meeting, it cannot be voted on and should be scheduled for a subsequent meeting.
8) Any actions taken by the board without a meeting but with full participation of the board shall be documented and presented at the next meeting and included in the minutes; including the full wording of the motion, and the number of votes cast to approve or disapprove.
9) Public Comments are limited to 3 minutes and are an opportunity for a member to voice their concerns for consideration by the Directors at a later meeting. Members are also encouraged to submit their comments or concerns at any time via the website.
JimG18 (Missouri)
Posts: 2
Posts: 2
Posted:
The Rules of Conduct for Meetings (in my previous post) also helped with new ideas presented by board members during their report. We had several meetings where a motion was presented verbally, with no advance notice or supporting documentation. This put an end to this. The intention is not to slow down progress, but to allow all members an opportunity to be better prepared for what's on the Agenda.
PatriiciaR (Texas)
Posts: 32
Posts: 32
Posted:
thank for your feedback.
we had an owner add items to the agenda when he altered the proxies. He is trying to overturn the board and management company because he didn't like the word "no".
we had an owner add items to the agenda when he altered the proxies. He is trying to overturn the board and management company because he didn't like the word "no".
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