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Condo association President has questions on meeting procedures

Posted on Thu, Dec 11, 2014 @ 07:00 AM
New Condo Association President has questions about how to run condo association meetings 121114 resized 600

I am a first-time President in a Vermont Condo Association. Can anyone advise on the correct procedures for conducting meetings?

Any assistance would be much appreciated!

9 Comments Click here to read/write comments

Should condo association meeting minutes be public record?

Posted on Mon, Aug 25, 2014 @ 05:33 AM
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I am the president of a condo association board of directors in New York City. In the past I've been asked to supply the most recent annual meeting minutes and the most recent board of directors meeting minutes to potential buyers. That makes sense to me and I'm happy to do it.

Today a lawyer for a potential buyer has asked for all the minutes I have going back over the years. I feel the most recent minutes give the most current information and anything more could just get confusing. All of the annual minutes are available to all. However, board meeting minutes are often full of private and sensitive information about owners that the board needs to deal with discretely for all owners' protection. If owners ask to see board meeting minutes I happily hand them over, but they understand that there may be some redactions of sensitive information.

What is common practice when it comes to handing over annual and board of directors meeting minutes to potential buyers and/or their lawyers?

6 Comments Click here to read/write comments

Types of condo association board of directors meetings

Posted on Fri, May 30, 2014 @ 07:31 AM
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What notice must be given for condo association board of directors meeting? Is there a difference for budget, capital spending, and general meetings? What constitutes capital spending?

7 Comments Click here to read/write comments

HOA board chairman changes meeting minutes before released

Posted on Fri, Feb 14, 2014 @ 08:56 AM
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Our board chairman insists on reviewing, editing and changing minutes prepared by the secretary before they are distributed and/or published. The chair insists that this is simply following Roberts Rules yet our documents prohibit anyone from acting as chair and secretary at the same time. Is our chair violating any rules or regulations or any code by editing and "censoring" the minutes?

13 Comments Click here to read/write comments

Condo board changes annual meeting dates for no reason

Posted on Mon, Jan 27, 2014 @ 08:02 AM
I wrote several months ago that the association voted to change the date of the annual meeting to "Between January 1 and June 30". Please don't ask me why, as I tried to present a motion for a specific date. Now it is in our bylaws that the meeting is to be held between January 1 and June 30. My question: Does the board pick the date, or does the association pick a date for the next meeting at each annual meeting? Also, does the association nominate and vote for who is on the nominating committee, or is it the board's responsibility. Seems to me the latter would be a conflict of interests. Thanks for any help you can give me. 

10 Comments Click here to read/write comments

Can condo board and property manager have a secret meeting?

Posted on Mon, Oct 07, 2013 @ 07:15 AM

Can a condo board which has adopted open meetings as a policy, meet with the property manager in secret prior to a board meeting? The owners get no notice, agenda or minutes of these meetings. The " official " meetings are very brief with little discussion and then there is an executive meeting. They also adopted Robert's Rules but do not follow them. Do we have any recourse?

17 Comments Click here to read/write comments

Can we video record our annual condo association meeting?

Posted on Fri, Oct 04, 2013 @ 08:03 AM

The day before our first meeting of the year (in august) the board sent out a newsletter which states that they will not allow video taping at the meeting. Georgia law doesnt seem to protect them but time is of the essence here. We need video tape of this meeting. Any advice?

9 Comments Click here to read/write comments

Should condo associations follow Robert's Rules of Order?

Posted on Mon, Sep 09, 2013 @ 07:41 AM
At our board meetings Robert's Rules of Order pops up inappropriately. As I understand it, if your Declaration and Bylaws already have written what, how, and when something is to be done, such as electing board members, then Robert's can't rule on that subject, your Bylaws rule supreme.....unless they conflict with a higher law such as state, federal. Isn't Roberts really just a good guide you can choose to follow or not to follow? And isn't it really a good guide on how to conduct your board meetings, not a rule you must follow to run your Association?

11 Comments Click here to read/write comments

How often should association boards produce meeting minutes?

Posted on Sun, Jul 21, 2013 @ 10:47 AM
Our condo board has not put out minutes in three months. It is my understanding that after their monthly meeting that the minutes should be out after approval of the next meeting. It is at least unethical not to inform owners. What can I do? Why are they doing this (they are a VERY active board)?

20 Comments Click here to read/write comments

Does condo association need to book annual meeting in advance?

Posted on Tue, Oct 09, 2012 @ 08:23 AM

Our board just recently changed the time of the annual meeting from January 15 to "anytime between January 1 and June 30". I for one am not going to sit around and wait for them to call a meeting. This was done at the annual association meeting. I have no idea what the members were thinking when they voted for this--ignorance I assume. Is this normal?

10 Comments Click here to read/write comments

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