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Member at Large? What are they suppose to do?

Started by FrancescaM • 20 replies • 7824 views

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FrancescaM (Washington)
Posts: 264
Posted:

I am looking for what other HOA boards have this position do? Currently we have a full board. One person is our Member at Large and we have NO real tasks or responsibilities for this person do. Our docs do not really elaborate enough for this position to sound even viable.

The newly elected MAL is not contributing time, tasks or constructive ideas Example? Our new secretary didn't post our Agenda in time for our monthly meeting. I noted it was late the next day, so I took it upon myself and posted it. ( Feeling teamwork mode here). Our MAL calls our management office and notifies them that our agenda wentup and we need to reschedule our meeting. I contacted the MAL and asked him if he was noticing this WHY didn't he post it himself? Instead now, our meeting and issues have to wait a month...................

I think the root of our issue is that this role as far as have in our docs does not have any real role or responsibilities.... What do you do on your HOA??
JohnK3 (Pennsylvania)
Posts: 967
Posted:
We wouldn't have a MAL. As noted, yours has no responsibilities but I assume does have equal voting rights with the rest of your BOD. IMO, that's unfair to the "working" BODers.
MicheleD (Kentucky)
Posts: 4,491
Posted:
Meh.

All of our directors, outside of our officers, are members-at-large with no individual "stated" responsibilities.

Most just show up at meetings and discuss and/or vote and do nothing else during the month/year unless directly asked.

In addition, while some people are "go-getters" others are more of the type "tell me what you want me to do and I'll do it." So maybe the member-at-large is simply doing what he/she's been asked? which is, maybe, nothing?

Don't know, hard to say since I have no idea the dynamics of your group.

But I'm wondering if, by taking it upon yourself, you are saying to posted it without first asking the person responsible to do it?

What you term "teamwork mode," might be seen as over-stepping by the secretary? Maybe not, like I said, I don't know your group's dynamics.

Maybe the new MAL didn't feel comfortable just taking over and doing something (posting the agenda), not knowing who or who might not already be handling it, especially if it was not specifically delegated to him/her.

Again, some people might consider that inappropriate, too.

But, if it's supposed to be up at a specific time or the meeting can't be held, then it was still appropriate to reschedule the meeting. In this case, better late than never probably doesn't apply?
MaryA1 (Arizona)
Posts: 7,043
Posted:
The 5th Director on the board at my former assn was designated the architectural chm. However, it's up to the BOD to find something for the extra director(s) to do. This why I would caution any BOD that wants to increase to 5, 7 or more directors to make certain will be tasks for those extra directors to do; otherwise what the point of having the. They can chair a committee or work on special projects, but they should be doing something. If they just sit around taking up space that's blame that should be put on the BOD not on that director. Not everyone has the initiative to ask for something do but that doesn't mean they aren't a good worker. Now, if it was me, I'd be looking for something to do. But I know everyone isn't like me!
SusanW1 (Michigan)
Posts: 5,202
Posted:
Just curious -is your board meeting held the SAME time every month? And THAT has been announced to the members? Does the AGENDA need to be posted, or is it the notice of the meeting that needs to be announced?

JoyceB3 (California)
Posts: 20
Posted:
In our elections, I received the most votes by the homeowners, but declined to be nominated by anyone for President, Vice President, Treasure or Secretary. The management company and board gave me the office of member at large as being the only one open. I accepted that, and for all intensive purposes carry the same voting power as all other board of directors. Sometimes it is necessary for the member at large to create a quorum for board meetings.
When I ran for the board, the homeowners wanted me to see that some much needed repairs and maintenance changes took place. I have been researching actively, offering suggestions and trying to encourage more enthusiasm and responsibility towards remedying lax behavior that has been such a habit in the past. All but one new board member, has sat on the board for six or seven years. No one else seems to want to get involved. The newer member was on the board for three years about six years ago. I have been trying to get them to list priorty projects and mark them off the list one by one. Changing to different sprinkler heads I suggested after much research to help some bad runoff areas, I took upon myself along with the landscapers help, to begin changing a few. Then making a report to the president and other board members of definite positive results. The president in turn told the management compay to order more changes and priorty irrigation repairs and changes.So, on our board of directors, we all have similar responsibilities and that is to protect the homeowners assets along with our own.
JoyceB3

When I ran for the board
JoyceB3 (California)
Posts: 20
Posted:
In our elections, I received the most votes by the homeowners, but declined to be nominated by anyone for President, Vice President, Treasure or Secretary. The management company and board gave me the office of member at large as being the only one open. I accepted that, and for all intensive purposes carry the same voting power as all other board of directors. Sometimes it is necessary for the member at large to create a quorum for board meetings.
When I ran for the board, the homeowners wanted me to see that some much needed repairs and maintenance changes took place. I have been researching actively, offering suggestions and trying to encourage more enthusiasm and responsibility towards remedying lax behavior that has been such a habit in the past. All but one new board member, has sat on the board for six or seven years. No one else seems to want to get involved. The newer member was on the board for three years about six years ago. I have been trying to get them to list priorty projects and mark them off the list one by one. Changing to different sprinkler heads I suggested after much research to help some bad runoff areas, I took upon myself along with the landscapers help, to begin changing a few. Then making a report to the president and other board members of definite positive results. The president in turn told the management compay to order more changes and priorty irrigation repairs and changes.So, on our board of directors, we all have similar responsibilities and that is to protect the homeowners assets along with our own.
JoyceB3

When I ran for the board
DanaB1 (Connecticut)
Posts: 319
Posted:
Fran,

We have 3 MOL's on my board. There are times when you have go getters filling those positions and times when you don't. I was an MOL on a previous board due to my minority status to the others. By that I mean that my views weren't of the same demented slant of the majority. Yet I was the only one with educational experience dealing with association affairs and I hustled my butt off on the board, finding vendors, going to seminars, investigating options and raising ideas. I read everything and questioned everything. Some members get involved and others just show up.

Some get on the board and they don't even know what they don't know. So they sit there with that "deer in the headlight" look, afraid to say or do anything for fear of looking stupid.
BonnieE (Illinois)
Posts: 338
Posted:
Hi,

We have a 5 person Board for our townhome-style condos. Have 1 MAL (used to be 2, but then added a VP recently). The board members, in general, do everything. We do not have any committees; the Board (as a whole) does enforcement, architectural control, landscaping, financial/budget, etc etc.

“Duties” of each:

P: main POC with PM; chairs Board meetings; signs paperwork (contracts); sets up/chairs meetings for review of landscaping, budget, etc etc.

VP: fill in for P if absent

Treas: reads short financial summary at Board meetings for inclusion into the minutes

Sec: signs minutes from previous meetings.

Each board member is expected to be prepared for each meeting (Board and those other ones specific to financial/budget, landscaping, etc.), to be responsive/timely to email requests for an action (usually these are for “alterations & additions” requests from HOs)

Regardless of the office, some board members are more active than others. Those less active either leave the board or do not run again or are removed by the board.

Our gov docs (By-Laws) spell out the duties of each office (basically read the same as in th IL Condo Act). But, since we have a PM, much of the work is handled by the PM.

Bonnie
RobertG12 (Arizona)
Posts: 160
Posted:
I think you folks might be looking at this from the wrong direction.

It reminds me of the joke of a glass that is only half full of water. The optimist thinks it is half full, the pessimist thinks it is half empty and the engineer thinks the glass is over designed.

If you start with the idea that there are 7 board members who have the responsibility to manage the association, that is a big job. There are large responsibilities and many things to think about. It is plenty for any person to do.

Now you can ADD responsibilities or titles with President, VP... That are just added tasks.

Don't take away anything from a member at large (or whatever you call them). They are very valuable and important.

Of course the individual makes the difference. Some responsible, some not. Just don't let them ever think they aren't important.
DonnaS (Tennessee)
Posts: 5,671
Posted:

Everyone.

The definition that we used in my Florida HOA was this. We had a 5 member Board, 3 of them were officers. Anyone over the officer roster was considered a MAL.

7 member Board has 4 officers, and the 3 remainders are MAL. All are Board of Directors. This is pretty straight forward stuff.How do we make such hard work of this?
MicheleD (Kentucky)
Posts: 4,491
Posted:
Quote:
Posted By DonnaS on 06/11/2009 11:55 AM

Everyone.

The definition that we used in my Florida HOA was this. We had a 5 member Board, 3 of them were officers. Anyone over the officer roster was considered a MAL.

7 member Board has 4 officers, and the 3 remainders are MAL. All are Board of Directors. This is pretty straight forward stuff.How do we make such hard work of this?

Donna, this is how we operate, as well. Any DIRECTOR who is NOT an officer is considered a board member "at large," with whatever duties he/she cares to engage (if offered).
DonnaS (Tennessee)
Posts: 5,671
Posted:

Yup, agree with you MIchelle,

What I forgot to add (senior moment) was that the MALs duties were whatever was left over from what the officers were doing or not doing. We also chaired or acted as liaisons to committees, did some trips thru the community, looking for violations and issues that needed addressing and research such as looking at vendors, codes, ARC and such. And the most important function was to insure that the Board always had a quorum.
DanaB1 (Connecticut)
Posts: 319
Posted:
Gee, you mean I should expect more of my MAL's then to just show up? LOL
MaryA1 (Arizona)
Posts: 7,043
Posted:
Dana,

No, you shouldn't expect "anything" of them, unless they've been assigned a task. As I said earlier, "If they just sit around taking up space that's blame that should be put on the BOD not on that director."
ThomasD2 (California)
Posts: 208
Posted:
Quote:
Posted By JoyceB3 on 06/10/2009 6:31 PM
In our elections, I received the most votes by the homeowners, but declined to be nominated by anyone for President, Vice President, Treasure or Secretary. The management company and board gave me the office of member at large as being the only one open. I accepted that, and for all intensive purposes carry the same voting power as all other board of directors. Sometimes it is necessary for the member at large to create a quorum for board meetings.

In my HOA we have always had a "member at large." She is a rather heavyset woman so I think that explains the position maybe?? Actually, like Joyce she is someone everyone really wants to be on the board but who, having been on the board endlessly, really would rather not be. It is considered that as a member at large she has a certain less amount of responsibility. I have no idea whether this is violating the law, our CCR's or whatever but many people like the relationship. -Tom
MaryA1 (Arizona)
Posts: 7,043
Posted:
Tom,

You are toooo funny! LOL

It is true that a MAL usually does have less resp, but only because that person is only wearing one hat instead of two that the board members who are also officers are wearing. But, that doesn't necessarily mean the MAL does less work! I doubt there is any violation of your gov docs since I'm sure it isn't stated anywhere how much work each board member must perform. If it were, I'm sure there would be many, many board members violating their gov docs!!!
KellyM3 (North Carolina)
Posts: 2,239
Posted:
I would be interesting if the Member-at-Large were voted, by the entire HOA board, as the point person for correcting the clerical mistakes of the board.

For instance, when the minutes weren't posted and the member-at-large complains and delays the meeting, the board votes to have the MAL post the meetings ahead of every meeting to ensure rules are followed.

On my board, we're offered all sorts of "wonderful" ideas, then asked, "What are you going to do about it?" Emphasis on "YOU." The same with the complaints.

The next time it happens, I may call for an ad hoc committee - chaired by the resident inquirer - with directions to do the homework and report back to the board.
MaryA1 (Arizona)
Posts: 7,043
Posted:
Kelly,

The board members should be given a packet b/4 every board meeting, included would be a copy of the minutes of the last meeting. At the meeting any member has the right to state any corrections that should be made to the minutes. I see no need to have the MAL assigned to do this beforehand. Any other clerical mistakes should be handled by the secretary. IMO, the MAL should not be used to clean up the mistakes of other board members but rather to work on special projects, chair or sit on a committee, etc.

When a member presents a perceived problem then asks "What are you going to do about it?", just reply, "Thank you for bringing this to our attention, we'll check into it."

There may be times when a board member has a complaint, but complaining because the minutes weren't posted certainly should not delay a meeting. The Pres should have control of the meeting and not allow the board member to rant for a long period of time over such a trivial matter. How much of a delay could we be talking about? One or two minutes? Big deal!
KellyM3 (North Carolina)
Posts: 2,239
Posted:
If a president will not control the flow of the meeting, then the issue isn't with the member-at-large.

HOA's are prime breeding grounds for folks with nothing else to do but complain about things not done while being too "busy" to step forward and pull the proverbial wagon to get something done.

You break these the people's tendencies by delegating authority to them when they claim you've shirked your responsibility. There's nothing wrong with it when the usual way of conducting board business yields a person or two being disrupted.

If they ask for it, give them a heaping spoonful of it!
RobertG12 (Arizona)
Posts: 160
Posted:
Quote:
Posted By KellyM3 on 06/14/2009 7:58 AM
I would be interesting if the Member-at-Large were voted, by the entire HOA board, as the point person for correcting the clerical mistakes of the board.

For instance, when the minutes weren't posted and the member-at-large complains and delays the meeting, the board votes to have the MAL post the meetings ahead of every meeting to ensure rules are followed.

On my board, we're offered all sorts of "wonderful" ideas, then asked, "What are you going to do about it?" Emphasis on "YOU." The same with the complaints.

The next time it happens, I may call for an ad hoc committee - chaired by the resident inquirer - with directions to do the homework and report back to the board.

Kelly - The way I read what you wrote implies to me that your Member at Large is NOT a board member but an extra person from the community that is like a liaison with the owners. Is this correct?

If so, then I think this is a different sort of person that what most of us are talking about. We are talking about just board members who are not elected as officers.

Would you clarify your statement?

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