letter needed to vote in a new board member

Does anyone know of a letter we can use to vote in a new board member for everyone on the board to sign along with the new one we sign on? Someone has been voted in and we want it done correctly for a paper trail.

FranD, First, if I recall, Georgia has some strange "quirks" in the legislation concerning the operation of HOA and condos. I do not recall if it touched on this subject. Normally, as noted here, the Board members have to be elected by the membership and can only be replaced by a vote of the membership. Vacancies are normally appointed by the board and serve until the next annual meeting, given all terms expire on that day, not necessarily year.
In any event, the appointment of any board members have to be done at a scheduled legal meeting. As noted, minutes serve as official documents and serve to register the election or appointment of all board selectees.

I am not sure why you would want or need some kind a document signed by all Board members. When the minutes are approved that should do it.

However, if you feel you must, draft a letter to say what you want and have the board sign and attest it's accuracy. Read it into the minutes and keep the original.
The documents usually spell out election procedures and if yours don't, consider adding some.

No vote conducted at all. This is the point. The President of the board asked this guy to come on board. Then the next thing I know, everyone was getting an email from his friend who is on the board saying "I second it". No quorum used or even involved the other board members. If we all knew about it, then an interim would of been ok with me but not when you just make up your own rules. This is why people complained about the way it was run last year... We have a covenant for a reason... Yes, I am the one challenging it because we have a HOA meeting coming up and if someone asks, was this person voted in? I will say no!
We had 7 members on the board and we asked one to leave cause she wasn't participating or attending any meetings. She had no title and we all agreed at the board meeting to just drop it.

Fran,
Talk about not followinmg the rules, it appears your Board sort of made up some rules to get rid of a Board member prior to this incident from what you say.

This kind of process (replacing a vacancy on the board) is covered somewhere in your governing documents or state statute. Just follow the requirements. I would certainly question any decisions made by the board via-email. This form of communication is questionable by some when the board acts in any fashion off something done by e-mail. If you would copy and paste from your documents the part about how to replace a vacancy on the Board and how, if there, the board has authority to dismiss a board member.

There is nothing really wrong with a board member endorsing someone for the Board position and sending an e-mail to this effect seems ok to me. It is just his opinion and even if he says he seconds it, unless that statement is made at a called meeting of the board, it means nothing.Just my opinion.

Why is it necessary to handle any of this outside a meeting? I am not sure this kind of thing falls under a good reason to have a vote without a meeting. I would like to see that written also.

Fran,
If the person agreed to step down (quit) why did you need the vote or anything else from the Board.

I am begining to get the iumpression you all just want to do what you want to do, unless someone disagrees then you want to know the right way to do it. I would politely suggest you all sit down at a Board meeting and clear the air and agree to disagree but to follow your documents. Just a suggestion, working together is much more effective than working apart.

Fran,

OK, so if your bylaws or state law allow it, the BOD can do an "action without a meeting". A resolution can be drafted to remove the one board member and appoint the new one. After it is signed by all the board members then it is binding. At the next board meeting the resolution can be read into the minutes. If all the board members do not sign the resolution then the one board member is not removed and the other is not appointed and you're back to square one!

Fran, read your Bylaws. They should address both of your questions.
1) Normally the Bylaws allow a Board member to resign at any time by giving written notice to the Board.
2) Normally the Bylaws allow the appointment of a Board member to fill a Board vacancy for the remainder of the term of a resigning Board member by the remaining Board members.

One Board member never should be allowed to appoint a person to fill a vacancy on the Board. However, if allowed, a vote can be conducted between Board meetings via email, telephone conference, or other means if no current Board member objects. However, without an emergency the filing of Board openings should be postponed until the next Board meeting.