Lesson 2: Meeting Operations and Procedures

Agenda Requirements

• Adequate notice of all board meetings must specifically identify all agenda items

• The board generally may only discuss items listed on the agenda

• If 20% of the voting interests petition the board to address an item of business, the board must place the item on the agenda at its next regular meeting or at a special meeting called for that purpose, no later than 60 days after receipt of the petition

Owner Participation

• Unit owners have the right to attend all board meetings

• Unit owners have the right to speak on designated agenda items

• Associations may adopt reasonable rules governing:

  – Frequency of owner statements

  – Duration of owner statements

  – Manner of owner statements

• In condominium associations, unit owners have the right to ask questions relating to:

  – Status of construction or repair projects

  – Status of revenues and expenditures during the current fiscal year

  – Other issues affecting the condominium

Recording Meetings

• Unit owners may tape record or videotape meetings

• The association may adopt reasonable rules governing recording

• The board should announce at the beginning of meetings that recording is taking place

Minutes Requirements

• Minutes must be kept of all board meetings

• Minutes must be maintained as part of the official records

• Minutes must be available to owners upon request

• Minutes should include:

  – Date, time, and location of the meeting

  – Board members present and absent

  – All motions, proposals, and resolutions adopted

  – Voting record of each board member present