Annual/General Meetings

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Fractions and Votes Under Robert’s Rules

Condominium and homeowner association documents contain many different voting requirements. For example, the required number of votes to elect a director is usually different than the number of votes required to adopt an annual budget.   The math involved in determining

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How an HOA Board Can Ask for Member’s Help as Inspectors of Election

It’s that time again in your homeowners association – time for the Annual Director Election. To be proactive and try to drum up participation from the membership, the HOA board may want to send out a notice to the members

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How Your HOA Board Can Make the Annual Meeting Worth Attending

Does your HOA board dread the annual meeting because it’s boring, no one shows up, and it seems completely and utterly pointless? If so, your Board is not alone. But it doesn’t have to be this way. In fact, the

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How To Run A Successful Association Meeting

One of the first things a manager or board should do is review the association’s governing documents for any annual and special membership meeting requirements. Typically, this information will be in the bylaws of your condominium or community association; however,

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Annual HOA Meeting Celebration

Holding successful homeowner association meetings takes thought, creativity, advance planning and funding. Too many HOAs scramble to cobble together this important event and, guess what? Few show up and the numbers fall short of the quorum requirements. This doesn’t need

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Conducting Proper Community Association Meetings

Question. I am on the Board of Directors of a small condominium association. The annual meeting is scheduled for August, but we would like to begin preparing for that meeting as soon as possible. None of us have any real

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HOA HOMEFRONT: Tips for achieving a quorum

In order for a common interest development to make a membership decision or board decision, a quorum must first be attained. Quorum is a Latin word meaning “of whom,” but basically means there is a sufficient number of participants to

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Methods of Voting

There are numerous methods of taking a vote in community associations. For issues which may be challenged, it’s wise to use a written paper ballot. For other non-controversial matters, associations may choose from a variety of voting methods.    Read

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Special Owner Meetings

Community associations typically have three types of meetings: board meetings, annual owner meetings, and special owner meetings. The notice requirements, quorum provisions, and subject matter are very different for each type of meeting.    Read the article………….

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Effective HOA Meetings

It can be frustrating to be part of a meeting that’s disorganized and seems to go on and on. It’s not difficult to run an effective HOA meeting – all you need to do is follow these simple guidelines:  Read

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How to meet quorum at Annual HOA meetings

Meeting HOA annual meeting quorum requirements can be difficult at times. What is a quorum? It is the minimum number of required owners to be present at an annual meeting to make it official. If the association does meet quorum,

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HOA and Condo Meetings 101

Why don’t more owners attend HOA and Condo meetings? It might be because much of the business is mundane, but when a “hot button” issue is on the agenda, people will come out of the woodwork to be there. Our

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HOA Proxy Votes

If you are active within your HOA, you may have heard the term “proxy” thrown around, but what exactly is a proxy, and who can be one? If you are unsure about HOA proxies, you aren’t alone, so check out

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Help! We Can’t Get a Quorum at Our Annual Meeting

A common question that I receive from managers and board members is the following: What can an association do when it cannot obtain a quorum at the annual meeting?    Read the article…………

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Millie’s Motion at the Annual HOA Meeting

The Annual Meeting of Nottacare Condominium convenes. The agenda shows the standard items including Review Minutes, Financial Report, President’s Report and Election of Directors. As per usual, about 20% of the 95 members show up. But the board has been

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4 Types of HOA Meetings

The board of any HOA has to get together a lot of help run the community. However, while you are probably familiar with regular board meetings, you may not realize there are actually several types of HOA meetings. Check out

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Why the Seating Arrangement at HOA Meetings Is So Important

Meetings are a necessary component of homeowner association operations. The seating arrangement at HOA meetings is critical to a productive outcome. Foreign diplomats are particularly careful in choosing the shape of the table and who sits next to who since

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Online Voting for Community Associations

We recently concluded a membership vote to adopt an entirely new set of CC&Rs and Bylaws. The CC&Rs require 75% of all owners to approve, and the Bylaws require 51%. With nearly 300 lots in the community, it was a

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The Quorum Requirement: A Creative Solution to Getting Stuff Done

“Welcome, Ladies and Gentlemen to our owner’s association meeting. Unfortunately, we didn’t make the quorum requirement to vote on anything tonight, so we’ll need to reconvene this meeting for a later date. Sorry.”  Sound familiar? Lamentably this scenario is more

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Running a Darn Good Meeting – What You Need to Know About Parliamentary Procedure

Legal counsel to community associations must be aware of parliamentary procedure basics. Numerous states have adopted statutes requiring associations to follow a specific parliamentary manual in association meetings. Even without such a mandate, courts generally hold that all organizations are subject to the principles

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How To Improve Participation in Condo Board Elections

Does the apple pie contest get more votes than your condo board elections? These tips will bring even the most reluctant of residents to the ballot box.     Read the article……………

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10 Tips for Planning and Running an Effective Annual HOA Meeting

If your community is like most HOAs and community associations, you’ll be holding your annual meeting in the 4th quarter. This is often the only time each year that the entire neighborhood comes together. Especially if you’re new to the

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An Introvert’s Guide to Speaking Up at HOA Board Meetings from a Toastmasters Expert

Heights, spiders, snakes – these popular phobias are no match for glossophobia, better known as the fear of public speaking, which rank as the most popular phobia.  Fear of public speaking can be characterized by profuse sweating, dry mouth, uncontrollable

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Tips on how to Increase Annual Meeting Attendance

Our Association Has Trouble Getting Owners to Attend Our Annual Meeting. Do you have any Tips on How to Increase Attendance  Yes, I do! Here are a few of our firm’s suggestions on how to increase attendance at an Annual

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Which HOA or Board Meetings Can Residents Attend?

HOA and board meetings aren’t the most exciting things in the world, and board members may assume residents want nothing to do with them. However, many residents are interested in understanding how the HOA runs. Unfortunately, however, allowing residents to

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Keeping HOA open meetings productive and on track

I am a big proponent of homeowners’ association (HOA) boards keeping their meetings open to members when possible. This promotes an atmosphere of transparency and gives homeowners an opportunity to see and understand how the HOA functions. It also helps

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What Would You Do? Meetings Gone Wild

Crazy HOA meetings happen all the time. I found a video that made me chuckle because it is exactly how one of my recent board meetings went. After you watch the video I am sure you will be able to

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Voting by Proxy at Homeowner Association Meetings

If you cannot attend the annual meeting for a homeowners association but you still want your vote to count, then voting by proxy might be for you! The planned community act allows a member of most homeowner’s associations to appoint

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How To Increase Your Association’s Voter Participation

Community associations need a minimum number of voters to elect board members, or the election cannot take place.  Assembling that number, known as a quorum, is a daunting challenge for many associations.  The reasons owners don’t vote are varied. Some

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Is Robert’s Rules too Restrictive? Consider Martha’s Rules of Order for Meetings

The setting is Ancient Rome, in the Colosseum. After two gladiators have fought, the winner looks to Ceasar to make a decision. Should the loser live, or die? The crowd goes wild. Holding out their thumbs with their vote—up to

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A Review of Some Best Practices for Association Annual Meetings, Elections

As the season for annual meetings and elections at South Florida community associations comes to a close, our firm’s other community association attorneys and I are reminded of the significance of following all of the necessary protocols to ensure that

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Robert’s Rules of Order Are Not “The Law” For Association Meetings

Question: Our condominium documents do not specifically mention any parliamentary rules or procedures that are to be used in conducting our meetings. Our president says that the meetings must be conducted pursuant to the “Florida sunshine laws.” Does Florida require

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Pros and Cons of Videotaping an HOA Meeting

In some states, such as Florida, it is legal for residents to film community association meetings. While there are many benefits to this, there are also some disadvantages as well. Consider the pros and cons of having your association meetings

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Tips to Run an Effective Monthly HOA or Condo Association Meeting

All homeowner’s associations have meetings, but often those in charge do not take the meetings quite as seriously as they should. It’s not to say there can’t be some casual elements and some fun to the meetings. However, it’s important

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Scheduling owners’ meetings: Did you check the date?

An interesting case is before the Human Rights Tribunal right now. Three owners have filed a claim against their condominium and property manager alleging discrimination because of creed, which is contrary to the Human Rights Code. The owners are Muslim

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How to Prepare for Your Annual HOA Board Meeting

Now is a good time to set a date for your annual HOA board meeting if you haven’t already done so. Annual meetings are a common best practice to keep members informed and get them involved. You may be thinking

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Tips to Help HOA Board Members Manage Homeowner Forums

All meetings of the HOA board, excluding executive sessions, are open meetings. A required part of every homeowners association Board meeting is the homeowners forum (also referred to as “open forum” or “open comments to the Board”). Homeowner forums are

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How To Get A Crowd At Your Next Annual Meeting

Does your community have its annual meeting planned? Are you wondering how to get your members there? We have compiled four simple tips to help increase your association attendance at this coming years annual meeting.    Read more…….

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Man Out-Foxes With Proxies. What Moxie! (WI)

Dear Condo Q&A:   A candidate for the upcoming Board election may be pulling a fast one. He is going door to door getting proxy signatures which actually vote for himself! These aren’t even on the official forms. Are these absentee

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Tips For Having a Better HOA Meeting- OR

Oregon law requires that incorporated homeowners associations hold at least one membership meeting per year—what is commonly called the annual meeting. ORS 64.201 (1). While associations may hold multiple owner meetings throughout the year, the annual meeting provides association members

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Refresher – Robert’s Rules of Order (Part 1)

love the fall season. Thanksgiving, Halloween and AGM season (?). All jokes aside, another AGM season is quickly approaching and many notices have already been sent to the owners and mortgagees of record. This week I will provide a quick

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How to Avoid the Annual HOA Meeting From Hell

If you haven’t been there, it’s only because you haven’t been in community association management long enough (or you’ve been very VERY lucky!)  I’m talking about the meeting from hell.    Read more…….

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Tips For Annual Meetings: How to Get a Crowd

Does your community have its annual meeting planned? Are you wondering how to get your members there? We have compiled four simple tips to help increase your association attendance at this coming years annual meeting.   Read more…….

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Community Association Voting: Evolving Trends in Membership Elections of Directors and the Authorization of Corporate Action

2014 CAI Law Seminar Best Manuscript Award Community Association Voting: Evolving Trends in Membership Elections of Directors and the Authorization of Corporate Action David J. Graf, Moeller Graf, P.C. & Steven S. Weil, Berding & Weil LLP      

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Monster Meetings: Stick to the Rules to Control Meetings

The headline of a recent Walpole, Massachusetts newspaper article read: “Fight between Walpole selectmen cuts meeting short.” The first sentence of the article stated, “Selectmen came to verbal blows on Tuesday night, prompting other board members to cut the meeting

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How to get Homeowners to Attend HOA Meetings (AZ)

What do ghost towns, Arizona saunas in the summer, and HOA meetings have in common? If you’re a board member and you hold regular meetings—as you should—you probably already know the answer to this question, and it has nothing to

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Use Online Voting to Eliminate the Need for Proxy Voting

Voting is one of the most important aspects of a community association board. Voting is how decisions are made and measures are implemented. Unfortunately, not every board member can make every vote. In these cases, a proxy is often used,

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Singapore: Impractical to force condo owners to attend AGMs

It is correct that important issues are decided at the annual general meeting (AGM), where decisions made will impinge on the management and maintenance of the common property and, ultimately, the estate’s value.    Read more…….

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Maximizing Votes at an HOA Meeting or Election

Many HOAs and condominium associations have annual meetings coming up this time of year, or special meetings to amend their covenants, conditions and restrictions (“CCRs”) or bylaws. What is the best way to collect the votes your HOA needs to

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Motion’s Being Made That Are Not On the HOA Meeting Agenda

The Annual Meeting of Nottacare Condominium convenes. The Agenda shows the standard items including Review Minutes, Financial Report, President’s Report and Election of Directors. As usual, only 20% of the 95 members show up. But the board has been proactive

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