how to conduct an hoa board meeting

Michael,
Board meetings format is basically the same as most committee and organization meetings. Call the meeting to order, take roll call (to insure that you have a Board quorum( Read the past minutes, Have a budget report,committee reports,
then old business, new business, open discussions from members (if allowed by the docs or the Board) Then adjournment.

Under committee reports you can discuss the landscape,maintenances, or any association business. Violations, repairs, basically the meetings should not be complicated. Keep control of the meetings, do not allow discussions or input from the floor until after all Board business is completed. This is or should be simple business.

Go to a local bookstore and get the simple Roberts Rules pocketbook.

It will outline a basic meeting agenda. You are going to need to know how to handle a motion for vote.

Remember: minutes get approved; treasurer's report is placed in the file for audit.

I suggest a time line for meetings. Set the amount of time you want to spend on each agenda item.

Your main job will be to run a smooth meeting.

We call the meeting to order, chat about whatever comes to mind, then adjourn. Our only rule is that the hosting BODer provide scotch, ice cubes and glasses.

Mary,

Au contraire, mon petit chou-chou. Our Membership cares a great deal about what we do. Sort of. Maybe. Contentment does go a long way though, doesn't it?

Well explained

Oh man, I'm moving to Pennsylvania! I, too, am a new President and my first meeting was pretty rough. My second one was better, but I still need to get the Roberts Rules of Orders down. The most important thing to me is to allow discussion, treat everyone with respect. maintain an undivided integrity and keep your sense of humor.

You’re absolutely right here, Susan! When a new subject opens, if a motion isn’t soon offered, ask for one; if still no motion, move on! This will effectively shorten the meeting and not waste everyone’s time – essentially eliminating a lot of superfluous stuff.

Michael,

This link may help you.

http://www.rulesonline.com

Although designed for generic meetings - this is an excellent 3-part article covering the basics:

Guerrilla Guide Tactics for All Meetings

In my over thirty years of experience in meetings (both meetings using parliamentary procedure and not using parliamentary procedure, such as meetings in businesses) I have learned many tactics that can make the meeting more effective and efficient! Many of these tactics are explained in greater detail in my book The Guerrilla Guide to Robert’s Rule. This article is a summary of the tactics that can be useful in all of the meetings you attend. This is the first part of a multi-part article.

Part 1: http://www.nancysylvester.com/docs/Resources/articles/guerrilla_guide_tactics_part1.html

Part 2: http://www.nancysylvester.com/docs/Resources/articles/guerrilla_guide_tactics_part2.html

Part 3: http://www.nancysylvester.com/docs/Resources/articles/guerrilla_guide_tactics_part3.html

Joe

In previous discussion there are recommendations for Committee reports in addition to Old Business and New Business on the Agenda.

Can somebody clarify for me how to separate Old Business and New Business from Committee Reports. Aren't the inextricably entwined?

For example, in my association the primary POA function is to maintain roads. Therefore we have Roads Committee. Typically they will report on
1. what has been done since the last meeting (some is strictly informational, mowed, removed storm damage..)
2. problem areas identified (IS THIS NEW BUSINESS?)
3. activities performed that were approved last time, ex. Installed reflectors (IS THIS OLD BUSINESS?)

We do not have a process in place for submitting and reviewing Committee reports in advance of the Board meetings, is this causing our problem by cluttering the meeting with informational stuff?

Thanks in advance for helping this newbie.

Adriana, It is best to start new topics than to reactivate old threads.

As for your question:

Old Business = items that have been raised in previous meetings and have not been resolved or assigned to a committee to resolve. Typically, if a committee is looking at an issue, then the committee reports will address it and there will not be a separate agenda item. Example:

Our Committee reports include enforcement items. The only time an enforcement issue is placed on the agenda of a Board meeting is when the committee has forwarded the issue to the Board for action or if a member is appealing a committee's decision.

New Business = items that have been raised between meetings and no action has been done. Examples: Complaints of trees needing pruned, A new deliquent account that the Treasurer is bringing to the Board for action at that meeting.

Committee Reports = Reports by the committee representative (typically the chair) of actions the committee has accomplished or issues being worked on by the committee since the last report to the Board. Our committees typically provide written reports vs. verbal reports. Those reports are then included as an attachment to the minutes.

Yes, there are times that an issue is large enough that, even though a committee is working on the issue, a separate agenda item is created. This is typically done so the Board stays on top of the issue. Sometimes, in the minutes under these sections, it may simply say - see report of the xyz committee.

Example: The maintenance committee may be handling road repairs and may even address it in their committee report. However, the Board also has a separate agenda item about the road repairs to ensure that the issue isn't overlooked.