As associations plan their annual meetings, we thought we would share a few tips and reminders with everyone.
RePublished with permission from Our Members: http://royalemanagement.com/home/
Phone: (954) 563-1269 | (800) 382-1040 | Fax: (954) 563-2153 | Email: CAM@rmsaccounting.com
The annual meeting is a member meeting, hence every member can participate. Participation is by properly made motions, seconds, taking part in discussion of motions and through voting.
The first order of business is to appoint the chairperson to run the meeting. The chairperson can be anyone that the members agree should chair the meeting. In many associations the board president chairs the meeting; however this requires approval of the members. Some associations ask their manager or attorney to chair the meeting which is acceptable as long as this is approved by the membership. In large associations having a professional chair the meeting can help to keep it on track and see that the required business gets done properly.
A motion can be made by any member of the association as to who shall chair the meeting. This motion must be seconded and then voted on by the members present. If the motion is approved by a majority of the member’s present, the chairperson is elected for the meeting.
The Second order of business is to determine whether a quorum of the members is present in person or by proxy. The quorum requirement is spelled out in the association documents or by state statute. Without a quorum no business can take place at the meeting. However, ballots must still be collected.Board of Directors, Condo & HOA Elections, Condo & HOA Law