Condo Association Management Blog

Condo association board wants to hold silent meetings - how awkward?

Because there are condo association residents that are not comfortable speaking up at an annual meeting, the condo board is proposing that we pass paper around at the meeting and have  people put their comment on paper. Then the comments can be read by a board member. This feels awkward and inappropriate to me. I feel that a resident can address an issue in writing to the board, before the meeting, and have a set as an agenda item. Is it appropriate to pass paper around at a meeting asking for questions?

Looking for condo association sample meeting minutes, please post

Question about minutes: I would like give everyone not only on this blog but on other blogs a sample of my condo association board's minutes. The board does publish minutes but no mention in those minutes of costs or plans or contracts accepted or any business information. The minutes contain more what I would call social topics like we will be having picnic and other newsletter type subjects. What would be helpful to me is to publish these minutes and get comments.

Can minutes be published with names omitted? I would like to see examples of other community association minutes. Because my board and the associations professional manager are playing fast a loose with our minutes, by publishing minutes with no information about the business of the association. There is no effort on the part of my board to learn how to run a meetings and the professional manager is just dreadful and that is giving him a compliment.

If you have sample condo association board meeting minutes, please post here.

We never keep condo association board meeting minutes. Should we?

I understand that a condominium board is to keep executive sessions board minutes. These minutes are private and are for the board members eyes only. I live in Washington state and my condominium association board has never kept these minutes. I think that these sessions should be documented. Am I right?

Can changing condo association meeting dates impact board terms?

Recently changes were made to our changing the date of our condo association annual meeting and elections. Our annual meeting used to be in April, now it's any month during the year that the wants to have it. The question is what happens with the terms of the board members. This would allow the board members to stay on the board longer then the time they were elected for per our condo documents. The condo board members that were elected to serve one year in April of last year will now be serving more time on the board if they were to hold the annual meeting and elections in November or December of this year. As you can see they will be serving 7 or 8 months longer then they were elected for by the homeowners per our documents. Is this legal for them to serve longer then they were elected for or by changing the documents change this? Thanks

Dealing with bad condo association politics and behavior

We have a small 9 unit condo association building. Three of the owners do not live in the condo building, which leaves six people actually available to serve on the Condo Association Board of Directors, and we have a five member board of directors.

The problem is the remaining association members. One is violently disruptive at all board meetings. He also holds the proxy of one of the non-residents, so it is hard to work around him. Another is also disruptive and rude, frequently supporting, then opposing, necessary work on the building such as roof repair and painting. She seems to enjoy creating cliques and pressure groups among the few people who do live here. It has become actually impossible to run condo association board meetings.

With such a small number of people to take part in condo association management, we have to work with these people. Usually, whoever is the president of the board quits after one year because they cannot stand the stress brought on by these people. Our condo building needs major work, yet due to the lack of concern of the live-away owners, and the childish nature of those who do, we cannot get any work done.

Does anybody have any suggestions about dealing with situations like this?

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Help: HOA conducting secretive board meetings

I am a HOA board member (vice-president) and I was just informed that my fellow HOA board directors had a meeting on Tuesday evening at the current president's home without notifying the membership or myself! We usually post meeting details/agenda at the clubhouse and there was no posting. However, this homeowner was notified, did not appear and decided to inform me-she felt it was not a very good move on both the HOA management and board president. Suggestions please

Condo Association rules for meeting minutes

I need to know if is mandatory to have the meeting minutes sign by the secretary? If the minutes are not sign are not good? Is the signature mandatory? I need the rule.

Also, should there be minutes for Executive Sessions? Our Condo Association Board goes into Executive Session in every Board meeting so that people attending will leave.

Sample ByLaws for a Condo Association or HOA

Association Membership

Section 1. Members. All residents of this community association, condo association or homeowners association who are 18 years of age or older are eligible to be members of this Corporation. All members of the Corporation may vote for and are eligible to be officers of the Corporation.

Section 2. Annual Condo Association Meeting. The membership shall elect a Condo Board of Directors at the annual meeting to be held in the community at a time designated by the President of the Corporation. The membership and Board of Directors shall be notified not less than 15 days before the date of the annual meeting. Notice shall be given by posting the scheduled date, time, and place of the meeting in at least three prominent public locations in the community. The annual meeting shall be open to the public.

Section 3. Regular Condo Meetings. The Condo Board of Directors will meet regularly on the __________ of every month. These meetings shall be open to the public and shall be publicly noticed by posting the scheduled date, time and place of the meeting in at least three prominent, public locations in the Community.

Section 4. Special Condo Meetings. Special meetings of the membership may be called by or at the request of the Chair or any three Directors or by a petition of ten percent of the registered members. These meetings shall be public and shall be publicly noticed at least 15 days in advance by posting the date, time, place and purpose of the meeting in at least three prominent, public locations in the community. The members may not address any matter which is not stated in the public notice as the purpose of the meeting.

Section 5. Quorum. members of the Condo Board of Directors constitute a quorum for the transaction of business at any meeting of the Board. affirmative votes are required for any action taken by the Board.

Section 6. Condo Association Voting and Voting by Proxy. All members are entitled to vote and shall have the right to do so in person or by an agent authorized by a written proxy executed by the member filed with the Secretary of the Corporation. Such proxy shall by valid only if executed in favor of another member and no proxy shall be valid after the expiration of eleven months from the date of its execution.

Section 7. Order of Business. The order of business at all meetings of the members shall be as follows:

A. Roll Call

B. Proof of Notice of Meeting or Waiver of Notice

C. Reading and Approval of Minutes of Preceding Meeting

D. Reports of Directors

E. Reports of Committees

F. Unfinished Business

G. New Business

H. Election of Directors (if applicable)

I. Adjournment

Board of Directors

Section 1. Condo Directors. The number of directors shall be seven. Directors shall be members of the Corporation and shall act on good faith charge of the members of the Corporation.

Section 2. Term of Office. The term of office for each director shall be for three years from the time of his or her election at the annual meeting until his or her successor has been elected and qualified. All officers are elected by and from the directors for one year terms. To allow for terms to expire each year, initially the directors' terms shall be as follows:

1. Director Three Years Term Expires 2003

2. Director Three Years Term Expires 2003

3. Director Three Years Term Expires 2004

4. Director Three Years Term Expires 2004

5. Director Three Years Term Expires 2005

6. Director Three Years Term Expires 2005

7. Director Three Years Term Expires 2005

The initial seats shall be assigned by drawing straws.

Section 3. Vacancies. Except as otherwise provided, any vacancies occurring in the Condo Board of Directors, whether by resignation or removal, shall be filled by the majority vote of the remaining Directors. In the event of the simultaneous resignation and/or removal of three or more Directors, the membership shall hold new elections to fill those vacant positions on the Board. Those Directors so elected will serve for the remaining portion of the unexpired term.

Section 4. Removal of Directors. Any Director may be removed by a majority of the members who vote on the issue providing that just cause has been established and whenever, in their judgement, the best interests of the Corporation would be served by doing so.

Condo Association and Election Voting Rules

Section 1.Condo Association or HOA Election Notice. A notice of vacancies for expired terms of office for Board of Directors and a notice that an election shall be held shall be prepared and posted by the Secretary and shall contain the following:

1. Whether the election is general or special

2. Date of the election

3. Location of the meeting where the election will be held

4. Time of election meeting

5. Seats or office to be filled

6. A statement describing voter qualifications

Section 2. Nominations. Nominations for Board of Directors shall be open nomination from the floor at the annual membership meeting.

Section 3. Ballots. Ballots will be on plain white paper with a space for writing in the nominee's name and a blank square for marking a vote next to the nominee's name.

Section 4. Voting Procedures. Voting procedures are as follows:

1. The Secretary shall check for the member's name on the Master List of members. If the member's name appears on the master membership list, that person is deemed qualified to vote.

2. Qualified voters shall give his/her name to the Secretary and then write it on the blank list or membership roster.

3. Voters shall mark the ballot next to the name of the nominees they wish to vote for, as provided in

Section 3: Ballots.

4. Voting will be by secret ballot. Ballots will be marked in pen. After the ballot is marked, the voter will fold it and deposit it in the ballot box.

Section 5. Tallying Procedures. Before counting the ballots, the Secretary shall check to make sure that the number of member's names signed on the membership roster is equal to the number of ballots in the ballot box.  The ballot box shall be opened in public. The ballots shall be tallied by the Secretary or a committee of judges selected from the membership and recorded by the Treasurer.

Section 6. Certifying the Election. The election shall be certified by the President and Vice-President of the Corporation. Nominees receiving the greatest number of the votes cast shall be considered elected

Directors. For example. If two seats are to be filled, the top two vote getters are the newly elected directors.The Secretary shall post a copy of the report of election results in three public places the day after the election results are known. The notice shall include:

1. That the election has been certified by the President or Vice-President,

2. That the final results of the election, and

3. A list of the names of the new Directors.

Officers

Section 1. Selection of Officers. The Board of Condo Directors shall elect from among themselves the following officers; President, Vice-President, Secretary and Treasurer. This shall be the first order of business of the first meeting of the Board of Directors following the elections of Directors at the annual meeting.

Section 2. President. The President is the principal executive office of the Corporation and shall, in general, supervise and control all of the business and affairs of the Corporation. He/She shall preside at all meetings of the Board of Directors. He/She shall sign contracts or other instruments which the Board of Directors has authorized to be executed.

Appendix C

Section 3. Vice-President. In the absence of the President, or in the event of his/her inability or refusal to act, the Vice-President will perform the duties of the President, and when so acting will have all the powers of and be subject to all the restrictions upon the President.

Section 4. Secretary and Treasurer.

The Secretary shall:

1. Keep a journal of proceedings of the Corporation, record all votes at meetings of the Corporation,

and provide for the electronic recording of meetings of the Corporation when possible,

2. Provide for the standardization and maintenance of all forms, books, and records of the Corporation, and

3. Keep the Corporate seal and affix the seal to all contracts and instruments authorized to be

executed by the Corporation.

The Treasurer shall:

1. Manage, deposit, and invest all funds of the Corporation as directed by the Board of Directors,

2. Disburse money for all corporate obligations, and

3. Keep regular books or accounts of all corporate financial transactions, and provide for financial

reports or audits as directed by the Board of Directors.

Chapter Five

Contracts, Checks, Deposits and Funds Finances

Section 1. Contracts. The Board of Directors, at the direction of the membership, may authorize any officer or officers, agent or agents of the Corporation, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Corporation, and such authority may be general or confined to specific instances as authorized by the Board of Directors.

Section 2. Checks, Draft Signing Authority. All checks, drafts, or orders for payment of money, notes or other evidence of indebtedness issued in the name of the Corporation and in such a manner as shall be determined from time to time by the Board of Directors, shall be signed by the Treasurer and shall be countersigned by the President or Vice-President of the Corporation.

Section 3. Deposits. All funds of the Corporation shall be deposited from time to time to the credit of the Corporation in such banks, trust companies, or other depositories as the Board of Directors may select.

Section 4. Gifts. The Board of Directors may accept on behalf of the Corporation any contribution, gift, bequest, or device for any special purpose for the Corporation.

Section 5. Grants. No grant monies from the State, federal or other governmental entity shall be applied for without the majority vote approving such application at a meeting of the members of the Corporation.

Section 6. Dues. Dues may or may not be assessed by the Board of Directors, but may not exceed five dollars per member per year.

Section 7. Fiscal Year. The fiscal year of the Corporation shall begin on the first day of July and end on the last day of June the following year.

Books and Records

The Corporation shall keep correct and complete records of financial transactions and accounts, and shall also keep minutes of the proceedings of its Board of Directors. All books and records of the Corporation may be inspected by any member, or his/her agent or attorney, for any purpose at any reasonable time.

Amendment to Bylaws

The bylaws may be amended by an affirmative vote of two-thirds of the members voting at an annual meeting. The text of the proposed amendment must be included in the public notice announcing the time, date and place of the annual meeting.

Adoption of Bylaws

This is to certify that the above bylaws were adopted by the Board of Directors at a meeting on the day

of , 200_.

_______________________________

President

_______________________________

Secretary

 

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Condo association board meeting minutes: must they be read?

How can the minutes of our Condo Board meetings get aprroved if our President never reads the minutes of our previous meeting? When I am present, I always request the reading of the condo association minutes of the previous meeting for the benefit of those who were not present at the time and also to refresh everyone's memory of what had transpired in the past.

When I could not attend one meeting because of another appointment, the President was over heard saying, "We don't have to read the minutes because Marie isn't here". I think that the minutes should be read all the time, then asked if there are any corrections or omissions. If there are none, then the minutes are approved as read.

Am I wrong in that assumption? Thank you for your time.

Condo Associations and the Importance of Committees

Condo Association committees are important to condo assocations because it gives its members, that may not have the time, skills or desire to be on the condo board, a chance to get involved in the condo assocation in other meaningful ways.

Being part of an association committee can renew a condo assocation member's pride of ownership which will create a stronger condo association or HOA by strenthening the owner's feeling of being vested in the property. A strong sense of vested ownership is the backbone of a good condo association. It's also a good way to pull absentee landlords into participation.

Most importantly, it lets some people other than condo association board members do some work! Let's not forget - being on the condo association board is not always about doing the work yourself. You should leverage committees to get other association members involved.

Some Committees your Condo Assocation or HOA can form:

Financial Audit Committee - Committee should meet at least once per quarter to review the condo association's financials. Is the condo association spending too much money? Is there enough reserve? Are the condo fees covering the true costs of maintaining the property? A Financial Audit Committee should review the condo budget and make recommendations to the condo trustees or board. This should be done regardless if there is a property management firm in place or not.

Social Committee - Would it hurt to have a drink with your neighbors once or twice a year? A social committee is an easy way to get people involved to do the party planning.

Project Committee - We recently assessed to renovate our lobby and three assocation members that have never been too involved before offered to oversee the renovation and are doing a great job. Most importantly, the are excited about the project and how it will impact the building. Once again, it also gives the perpetual condo board members one less thing they have to oversee.

Security Committee - Is your HOA concerned with crime or liability? A Security Committe should look at the property and things that can be done to mitigate crime or injury that may occur on premise. Recommendations should be made to the Condo Association Board.

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