Meetings in the Age of CIOA Revisions
As of July 1, 2010, community associations will need to follow new guidelines for holding their meetings. This is a sample of how meetings could be structured in order to comply with the new requirements.
Any planned changes to the linked schedule will be posted at the community mail stations and Community Room bulletin board at least 5 days prior to the meeting. In the case of an emergency such as a weather related cancellation, notice will be posted on the Community Center door and on a recorded message at 203-123-1234.
Every meeting will follow a pre-published agenda. Unit Owner meeting agendas will be mailed to all owner of record at least 10 days before the scheduled meeting date. Board of Directors meeting agendas will be posted on the bulletin board. All meeeting agendas will provide a schedule time for unit owners to comment on any matter affecting the community or the association. Materials related to meeting business will also be available for viewing on either the community bulletin board or in the community center office.
The following meeting procedural rules will be followed at all meetings to assure that everyone has a equal opportunity to speak and that meetings accomplish their stated purpose:
- Every meeting is run by the Chairperson, recorded by the Secretary who also assures the meeting was properly noticed.
- Every meeting requires a quorum.
- Every meeting follows an agenda. Only agenda items should be voted at Board meetings (exception: emergencies); only agenda items can be voted at unit owner meetings.
- Comments should not be made until the speaker is recognized by the Chairperson.
- Comments should be made to the Chairperson vs. between participants. Sometimes, in smaller maeetings, the Chairperson can allow questions and answers to be done between participants.
- Association business is introduced by main motions. These require second to proceed unless made by a committee of the Board of Directors.
- New business (main motions) should not be allowed by the Chairperson until a pending main motion is resolved.
- The only motions that can be made while a main motionis pending are:
A. Motions that pertain to main motion such as "amend", "table", "refer to committee", "call for a vote"- these are called subsidiary motions.
B. Motions that are incidental to the business (main motion) at hand such "request information", "take main motion in steps", or "objection to considering a main motion" and these are called incidental motions.
C. Certain special motions that are not related to the main motion called priviledge motions but these are allowed by the Chairperson when they relate to meeting or people issues such as a request for a short recess, set time to adjourn, question meeting's agenda, turn up heat, etc.
- Everyone should have an opportunity to speak. Not more than twice on same subject and not the 2nd time until everyone else has had a first chance to speak.
- Once a matter is moved, seconded and debated it is put to a vote and approved by majority vote if a quorum is present.
- Sometimes items that require 2/3's vote include changing Bylaws or procedural rules (such as those listed here) for how a meeting is conducted. For example, someone can speak more than twice with a 2/3's vote to allow it.
- Roberts Rules allow for public participation at Board meetings but suggest it be subject to time limits and supervision by the Chairperson. Once the "public" session is over, the Board will open the business portion of its meeting and the public is not allowed to participate in the work portion of the meeting.
Thank you for reading the Imagineers Board Newsletter. If you have any question or need any additional information on any articles provided in this newsletter, please contact us at 1-800-560-7268.
Imagineers LLC
Email: Gpassacantando@imagineersllc.com
Phone: 1-800-560-7268
Fax: 860-236-3951
Web: http://www.imagineersllc.com
