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MEETINGS

Published on Mar 16, 2016

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PRESENTATION OUTLINE

1.

MEETINGS

Presented by Michael Montag | Vial Fotheringham  LLP
Photo by chelmsfordpubliclibrary
2.

Types of Meetings

Photo by Payton Chung
3.

Owner Meetings
Board Meetings
Regular Meetings
Special Meetings
Emergency Meetings

Photo by Payton Chung
4.

Know the deliberative body

Know your quorum

Photo by Steven Vance
5.

Board Meetings

6.

A convening of a quorum of members of the board of directors at which association business is discussed, except a convening of a quorum of members of the board of directors for the purpose of participating in litigation, mediation or arbitration proceedings.

7.

Rules of Order

  • Chair runs the meeting
  • Must recognize someone before they speak
  • Have an agenda - and stick to it
  • Require motion and second
Photo by howard.hall
8.

Control your meeting

  • Impose time limitations
  • Have an owner forum
  • Stick to your guns
  • Get a sergeant at arms if you have to
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9.

OPEN

Board Meetings Must Be
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10.

OPEN

No, Really.  Board Meetings Must Be
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11.

OPEN means owners get notice of the meeting and are able to attend and observe.

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12.

Executive Session

  • Consult with legal counsel
  • Personnel matters
  • Negotiation of contracts
  • Collections
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13.

Executive Session

  • Enter by adjourning from open session
  • Action only effective if vote in open session
  • No minutes of executive session
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14.

Notice

  • Read your bylaws
  • Must give owners 3 days notice
  • Method "reasonably calculated" to inform
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15.

Emergency Meetings

  • No notice required
  • Can be conducted telephonically
  • Recommend ratification
Photo by EasyPickle
16.

Quorum

  • Without it there is no meeting
  • No proxies for board meetings
  • What about vacancies?
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17.

EMAIL

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18.

A convening of a quorum of members of the board of directors at which association business is discussed, except a convening of a quorum of members of the board of directors for the purpose of participating in litigation, mediation or arbitration proceedings.

19.

Owner Meetings

Photo by Lasse Havelund
20.

Owner Meetings

  • Deliberative body = all owners
  • Annual Meeting/Special Meeting
  • 10 days
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21.

Proxies

  • General
  • Directed
  • There is no such thing as a proxy ballot!
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22.

Proxies

  • Must be signed & dated
  • Good for 1 year or less
  • Can't require specific form
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23.

Quorum

  • 20 percent or more
  • Statutory reduction! Only for owner meetings
Photo by Leo Reynolds
24.

Meeting Minutes

(not hours!)
Photo by --Mike--
25.

Minutes

  • Place/date/time
  • Attendance
  • Quorum
  • Approval of previous minutes
Photo by --Mike--
26.

Minutes

  • Motions & Seconds
  • Board member votes
  • General procedure
  • When meeting adjourned
Photo by --Mike--
27.

Questions?

mdm@vf-law.com
Photo by Jim Nix / Nomadic Pursuits

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