Special meetings

Documents state that all (regular & special) meetings must have written notice to the membership 72 hrs.-90 days prior to the meeting for Board & Committees. Problem is that there are multiple committees in this very large HOA community, to mail out over 400 notices just so the pool committee can decide on what landscaping to choose seems ridiculous. Is there an "ACT" or anything that trumps the docs?
Another section, "Action w/o mtg." allows the Board to make decisions as long as Boards gives written approval and decisions are recorded for the minutes (i.e. email). But that still doesn't allow the committees to make decisions outside of a meeting w/o given notice.

Its stated in the Bylaws and its specific that notice is mailed or hand delivered (430 single family homes.

Yes, an amendment by the membership is an option but that is a long lengthy process for a community that has yet to be fully turned over from the developer. Committees and members are up-in-arms about what the true defintion of a meeting is??

Kerrie
committees don't make decisions. they make recommendations to the board. THe BOARD makes all decisions.

Committe meetings are NOT Board meetings, and usually, not subject to the rules regarding said meetings (again, why should they be? no decisions are made in committees).

So, the committees meet, no notices needed. They recommend to the board, who makes decisions in their NORMAL meetings, which are routine and announced, or makes them outside of such meetings and documents them properly.

I also suggest reading your bylaws carefully. OUrs, for example, differentiate the rules between an annual meeting, a special meeting, and a typical working board meeting. Different requirements for each.

Kerrie, I would use common sense in dealing with this. This is badly written and needs to be amended. Until then is there anyone who really cares to be notified on committee meetings? You could send out a Notification Request Form like the following.

____________ HOA NOTIFICATION REQUEST FORM

Please be advised that you are waiving your right to be notified if you do not complete and return this form.

Name ________ Address _______ Signature______ Date _______

Do you want to be notified of:
Board Meeting _______ Yes ________ NO
Committee Meetings _______ Yes ________ NO

Members will always be notified of all Member meetings.

How do you want to be notified:
___________ E-mail __________ U.S. Mail

Note: E-mail notification will provide savings for the HOA and more prompt notice than snail mail.