order of business

Barbara,

It appears that your BOD has left out one of the most important items -- approval of the treasurer's report.

Here's the order of business for our board meetings:

Call to order
Notice of Meeting
Homeowner Comments/Questions
Approval of Minutes
Treasurer's Report
Management Report (specific items stated)
Old Business (specific items stated)
New Business (specific items stated)
Committee Reports (all committees listed)
Announcement of Next Board Meeting
Adjourn

Note that AZ law allows members to speak before the BOD votes on a particular action, in addition to speaking during the "Homeowner Comments" portion of the meeting.

Tim,

Sorry, but I'm at a loss as to why homeowner participation would be under new business????

Roger,

Well, I guess it all depends upon the gov docs and state law. In AZ members can only vote on what is stated on the absentee ballot.

Unless the Bylaws specify the order of business, I suggest the order be based on prioritizing amd efficiency. Following is an example notice of annual meeting and agenda. Since there are several agenda items a time schedule was established and the major item placed up front at 1:10 PM. Note the item at 2:30 PM - Other New Business - that is when any member recognized by the Chair is allowed to make comments and have motions considered on subjects not otherwise covered in the agenda.

Dear Member:
The 2010 annual meeting of the members will be held Saturday, June 26, 2010 at 1:00 PM, in the Village 6 club house. Village 6 is at the SE corner of S. Atchison Way and E. Oxford Place. The club house is between builds A and B. Parking is on the north side. Snacks will be available prior to the meeting. Attorney David Graf will answer questions about the Amended and Restated Declaration of CC&Rs. It is requested that you submit questions in writing to the Managing Agent by June 19th. At the meeting, as time permits, follow up questions may be asked from the floor. If you cannot attend this meeting please execute the enclosed proxy form and give your proxy to another member to vote as your representative.

AGENDA
12:30 PM Sign in, snacks, and introductions
1:00 PM Proof of Notice and Verification of Quorum - Managing Agent
Call to Order the annual meeting - Chairperson
Approval of Minutes of the 2009 annual meeting - Secretary
Financial report - Treasurer
1:10 PM Amended and Restated Declaration of CC&Rs - Attorney David Graf
2:00 PM Insurance Discussion – Colorado Insurance Professionals
2:10 PM Update on Sewer Project - GID Director
2:20 PM Election of two Directors
2:30 PM Other New Business
2:45 PM Adjourn