Meetings & more meetings

Special meetings are usually the ones called by the membership and NOT the board. Special meetings are usually for things like special assessments, recalling of board members, or ammending the CC&R's (other rules) of the HOA. Board meetings are generally "Open" for everyone to attend. The time and frequency may be set by the board but announced in a proper timely manner. That timely manner could be from 2 weeks to a month prior to the meeting. Emergency meetings may be announced much faster as necessary to get a board quorum if the situation calls for it.

I am not a fan of having separate board meetings from owner's meetings. They should be one and the same. However, there are some aspects that should be handled amongst the board alone. These are in regards to collection reports. The board shouldn't announce the specific owner's names who owe money. They should reference them by lot number only. It's kind of a private matter between owner and the HOA BOARD on what each owner owes.

The owners can be present for the board discussions but understand they don't have the voting power. There are certain items the general membership does have voting power and those only the board votes on. The board was elected by the general membership to handle the daily operations of the HOA on their behalf. So the board will be voting on items that represent the general membership with their votes. The members in attendance may be able to express their majority opinion the direction they think the board should vote.

It's a matter of knowing how meetings should work and what kind they are. It's up to the board to decide when they want to meet. It's just best to make sure whatever they decide is open and announced to all members.

Hank

to clear some things up, special meetings as defined in your documents are usually for special assessments, amending documents, etc. They board calls all meetings, in some cases as defined by your covenants they have to if a certain amount of the ownership requests one. Your documents should specify the frequency of owners' meetings, typically you have one a year which is to handle elections. In your case i would agree, monthly owner's meetings are a waste of time. The board is required by your bylaws and state statutues to provide a certain amount of notice for each.

Board meetings are up to the association, the time and frequency varies, some go weekly, other go twice a year. What I would suggest in your situation is decide how often you really need to meet, and have your meetings on regulary occurences and publish a schedule for your members. We meet once a month on the second monday of each month.

Contrary to what Melissa said a board meeting is seperate form an owners' meeting, two different things and can't be combined. you can do them the same night at the same location but you have to adjorn from one before you jump to the other. Again your state statutes probably dictate the notice you have to give for meetings.

Hank - would you tell us the number of homes within your HOA, and whether you have considered hiring a Florida licensed CAM (Community Association Manager) to handle the affairs of the association. I live in a 80 home section of a large POA (1600 home or condo units) and we have our own manager for our 80 home HOA section. The condo sections do likewise. Our manager handles a portfolio of small associations and is an expert on FL statutes and what is required under FL law. You would still have a board to direct policy, make decisions, etc. The CAM prepares the checks to be signed, has the tax form prepared, prepares estoppel letters, etc. etc. and is his skills are most important and valuable.
We have an annual meeting for the election of directors (this is considered a "members meeting", and a quarterly board meeting, which is open to all members.

Hank - I agree with you that the number of meetings you are having is excessive. On very rare occassions the board of our large POA association (1600)has held a workshop about some particular issue, but we do not have a workshop to form the agenda. I don't know of any association in this area doing that.
To be honest, I don't think I would be willing to serve on a board that has your schedule, and I wonder if you are finding it hard to find people to serve.