Team HMC believes informed homeowners are the key to a successful community. Below, you'll find descriptions of the five different types of Board Meetings that the Board of Directors may hold.
A Homeowners Association is modeled after the City Government model. For example: Board of Directors = City Council, Association Manager = City Manager, Landscapers = Park and Recreations and the most important element, Homeowners = Community Members. The reporting and decision making process is similar to the City Government model as well; the association manager gathers information the Board of Directors requests and/or needs to make informed decisions for the community.
A Board Meeting is the most familiar and common type of HOA meeting. These meetings can take place monthly, bi-monthly, or quarterly based on the needs of the community, and are open to all members. Community members must be provided a copy of the meeting agenda no later than four (4) days before the meeting. Please consult with your association manager to determine how the agendas are shared with the membership. The requirement is stated in the association's governing documents, however technology has advanced and there are options to have agenda's emailed to you directly by simply completing a form and returning it to management.
All owners have an opportunity to be heard during the Open Forum section of the Board meeting. Some associations may put a time limit on how long each owner may speak and how long Open Forum can last based on how much business needs to be conducted at the meeting. Unfortunately the Board or Management can't respond to topics brought up during the Open Forum unless they are already on the agenda. If there is a specific issue you are concerned about we recommend reaching out to your Association Manager, they will help find the best option to discuss your matter with the Board.
There are certain items that can be discussed in an Open Session meeting per State of California Civil Code. The Association Manager is responsible for staying up to date on the regular changes in law and provide subject matter experts as need be.
Board meeting minutes are kept for each meeting and available to the membership for review thirty (30) days after the meeting. You can request a copy of the minutes by contacting your Association Manager.
An Annual Meeting is required to be held as often as the Association's By-laws specify, but no less than when director elections are required. Board Members can have staggered terms, which means that not every position may be up every year (one-year terms or staggered multi-year terms), the biggest pro to have staggered terms is there will always be Board Members seated that have historical knowledge. This helps keep expenses down and keep the community moving to preserve and enhance property values.
If the bylaws require annual meetings but the election of directors is every other year (or some other schedule), there will be annual meetings where no business takes place except to review the accomplishments of that year, review the finances, and answer questions.
Board meeting minutes and Certificate of Election Results are kept for each annual meeting and available to the membership for review thirty (30) days after the meeting. You can request a copy by contacting firstname.lastname@example.org.
An Executive Session Board Meeting is provided by the State of California Civil Code so Boards can address confidential issues, in a private and secure setting, owners cannot attend these meetings unless invited by the Board of Directors for a specific matter related to the authorized topics that can be discussed. The types of issues that can be discussed are: formation of contracts (not approvals), disciplinary hearings with owners, payment plan requests from owners, initiating foreclosure, personnel issues- raises, performance review, etc. (this can be with onsite employee's and/or management) and legal matters.
Board meeting minutes are kept for each meeting but are not subject to review unless directed by the judicial system.
There are three types of Committee Meetings; Standing Committee Meetings, Ad Hoc Committee Meetings and Executive Committee Meetings. Committee meetings are open to committee members. The best way to get involved in your community is starting through a committee. Each Committee will have a Committee Chair that will set the agenda, facilitate the meeting, provide minutes to management to be shared with the Board and attend Board meetings as necessary to converse with the Board on their specific task.
Standing Committees have ongoing, long term tasks assigned by the Board. Some examples of the types of standing committees are landscape, finance, welcoming, social, architectural, clubhouse rental, pool, etc.
Ad Hoc Committees have a specific task to complete and once it is completed the committee is absolved. Some examples of the types of ad hoc committees are budget, decorating, rules/governing document update, insurance, and other specific tasks.
Executive Committees are committees only active board members can serve on for a specific matter such as litigation. The main reason an association would form an Executive Committee is because there is a rogue Director on the Board that stops business from being done or has a history of sharing confidential matters.
The Board of Directors follows Civil Code and the Association's Governing Documents when forming committees.
Committee Meetings are held as needed and minutes of their meetings are kept and available for owner review upon request. The only Committee Meetings that can't be shared are Executive Committee Meeting Minutes. You can request a copy of committee meeting minutes by contacting email@example.com.
Emergency and Special Meetings
A Special Meeting of the Board of Directors happens in-between the regular scheduled meetings for business that cannot wait till the regular meeting. These are open to all members and a meeting agenda needs to be posted/distributed no later than four (4) days before the meeting. The types of reasons for a special meeting are limited with Professional Management because we ensure Boards have all the information they need to make decisions in their regular meetings.
Emergency Meetings are the exception to the rule when it comes to agenda postings because it's a true emergency. Per Civil Code 4923; 4930 (d)(1), "circumstances that could not have been reasonably foreseen which require immediate attention and possible action by the board, and which of necessity make it impractical to provide notice". Some of the types of emergencies we've seen for these types of meetings are; hash oil explosions, vehicles driving directly in to buildings, fires, floods, landslides, sink holes, etc.
In Emergency Situations it is imperative that management has the owner's, and tenant's if applicable, contact information and know how many residents are in the home in the event that emergency responders such as the Fire Department needs said information. Always keep your Resident Update form current with your manager, if you are not sure you have a current form on file, please email us at firstname.lastname@example.org, we can confirm you have one or send you one. If your association has an HMC Connect website, this form can be found there and emergency information can be shared via text, email and application notifications in real time. If your association does not have HMC Connect and you are interested, you should discuss that with your Board of Directors and Association Manager.
Special Meetings are held as needed and minutes of their meetings are kept and available for owner review upon request. Emergency Meeting Minutes can be available for owner review as long it is not related to an Executive Session matter. You can request a copy of minutes by contacting email@example.com.
We would love to hear what other topics you would like to see covered through our blog, please contact us at firstname.lastname@example.org.