Lydia Estates Homeowners Assoc., Inc.

Homeowner Meetings And Process Thereof:

Feb 23, 2006

General: The Controlling Documents require that the board conduct the one (1) Annual Meeting. Many associations do this and hold special meetings only if required. This is because the elected board has the authority to make the core business decisions of the association unless otherwise required by the Controlling Documents or law. Even though the board makes most decisions, it is beneficial to have the input and advisement of the community when time allows. To this end, your association holds periodic meetings.
Content: Following are the basic areas of activity in which the board may be involved and, therefore, information relative to these areas may arise at meetings:
1) Core Business Functions (Input from membership is advisory only): e.g., (1) collection of assessments; (2) maintenance of the common areas; (3) ensuring that the community exists in concert with our covenants, restrictions, easements and rules; and (4) oversee the Architectural Review Process to maintain the architectural harmony and character of our community.
2) Ancillary Activities (Most matters will be put to a vote by the members): e.g., (1) Community picnics; (2) community garage sales; (3) National Night Out; and (4) Welcome Committee.
3) Outreach Activities (Primarily, Information Sharing): We, as with some associations, are represented on various civic groups. The city agencies (e.g., sheriff's department), state agencies, and others, impart information to the representatives who may share the information with community members. The community may wish to provide feedback through their association to the foregoing agencies.
The Meeting Process: The Controlling Documents (Article XIV and IV.12 of the Bylaws) state, in part, that "All meetings of the members shall be conducted by the president of this Association or, in his absence, by any other officer or director designated by the Board of Directors." Also, that "Roberts' Rules of Order shall govern the conduct of all meetings of this Association." The key ingredient is "Roberts' Rules of Order", which are extensive, but the following basic tenants should result in more effective and productive meetings.
In general, the president (chair) will control the agenda and all questions must be directed through the chair. I.e., When a speaker has completed their presentation (secretary, treasurer, committee chair, guest speaker, etc.); those with questions or comments may raise their hand and the chair will recognize individuals who will then have the floor -- only one person at a time will have the floor. It is critical that participants follow the rules and show good meeting deportment. For example:
1) Keep questions and comments brief and to the point (within 1 minute). Do not make long speeches and/or become repetitive. Otherwise, the chair may request you to "wrap-up" or move on to the next person.
2) Be courteous and give attention to the person that has the floor. Do not hold sidebars (small group discussions). Do not interrupt, try to over-talk or make disparaging remarks. You will likely have a chance to be recognized, at which time you may have the floor.
3) When you request the floor, stick to the subject at hand. Other subjects can be addressed, time permitting, when they appear on the agenda or during any "open discussion" period.
4) When a subject requires a vote (advisory or otherwise), the process is to (1) Hold a brief, preliminary discussion; (2) Call for a motion. Without a second, the motion fails; (3) if a second, further discussion; and (4) a call for a vote