b2ap3_thumbnail_meeting-copy.jpg

 

What is a Board Meeting? 

· A Board Meeting is a meeting that is held regularly by the Board of Directors. This meeting is held to discuss and make decisions on association business. Owners are welcome to attend these meetings. These meetings are usually held monthly or bi-monthly. 

 

The Board Must Provide Notice of a Regular Board Meeting to Owners 

· State laws require the board to provide advance notice of a regular board meeting. This notice can be given by newsletter, conspicuous posting or any other reasonable means as determined by the Board. The notice needs to state: the date, time and location of the meeting. The board’s meeting agenda needs to be posted along with the notice. 

· In an emergency situation the Board may hold a meeting without such notice. An emergency meeting can only be held if circumstances require action before notice can be given. 

· The reasons for the emergency meeting must be included in the meeting minutes for the emergency meeting and the minutes must be read and approved at the next regular board meeting 

 

The Board Must Conduct the Meeting in a Business Environment 

· All meetings of the association and the board must be held within the state. 

· The Board should select a neutral location: meetings should be conducted in an environment that enhances productivity such as: the association’s clubhouse, the association’s management company conference room or a rented room at a school, church or restaurant. 

· The board should bring board packet and association documents: The Declaration of Covenants, Conditions and Restrictions, Articles of Incorporation, Bylaws and Rules and Regulations should be available to provide answers for association questions. 

· It is suggested that the board prohibit cigarettes, alcoholic beverages, small children and pets at meetings in order to maintain a business environment. 

 

What Should the Board do to Run an Effective Board Meeting? 

· State laws vary so it is important to follow each state’s open meeting law. Arizona, for example, must follow A.R.S. Sections 33-1801 and 33-1248. Pursuant to Arizona law, all meetings of an association, board of directors and regularly scheduled committee meetings are required to be open to all association members or their representatives (who have been designated as such in writing). 

· Members or their designated representatives are allowed to attend and speak at an appropriate time during the deliberations and proceeding of all open meetings of the association, board of directors and regularly scheduled committee meetings. Association boards are required to permit members to speak once after the board has discussed a specific agenda item at an open board meeting but before the board takes formal action on that item in addition to other opportunities to speak. 

· The board may close a portion of a meeting to the members and go into executive session to discuss any of the following subjects: 

1. Legal advice from an attorney for the board or the association; 

2. Pending or contemplated litigation; 

3. Personal, health and financial information about an individual member of the association, an individual employee of the association or an individual employee of a contractor for the association; 

4. Matters relating to the job performance of, compensation of, heath records or specific complaints against an individual employee of the association or an individual employee of a contractor of the association who works under the direction of the association; and 

5. Discussion of a unit owner's appeal of any violation cited or penalty imposed by the association except on request of the affected unit owner that the meeting be held in an open session. 

· The board may hold an executive session prior to the board meeting so owners don’t have to leave quickly after the board meeting concludes. 

· The agenda must be available to all owners attending any meeting. 

· A quorum of the board may meet by telephone conference if there is a speaker phone available in the meeting room that allows board members and unit/lot owners to hear all parties who are speaking during the meeting; 

· Any quorum of the board that meets informally to discuss association business, including workshops, must comply with open meeting and notice provisions, regardless of whether any action is taken. 

· Homeowners are permitted to tape and/or video record open board meetings, subject to reasonable rules and regulations adopted by the board. 

· The board should keep the meeting moving. 

 

o Board members should arrive on time and prepared to participate. 

o The board president should effectively start and guide the meeting pursuant to the timed agenda with the support of the board members. 

o Board members should study their packet before the meeting so that they can discuss issues and make informed decisions. 

o The board should keep the discussion focused on association business – avoid irrelevant side topics and personal discussions. 

o Present an issue with a solution or solutions. 

· Board member participation: Board members have a fiduciary duty to the association and should support the board’s efforts with a commitment to the goals of the board and of the association. 

 

Attending a board meeting is a great way to stay informed about important issues in your community. Its also the best way engage with your board and bring issues to their attention that they may not be aware of. Owner attendance at board meetings helps create a healthy, neighborly atmosphere within your association.