SCS HOA board meetings

---

Planning and conducting an effective board meeting starts with a good  meeting agenda. The agenda is the “road map” of the meeting and is a  useful and powerful tool to keep both board members and homeowners on  topic and in control. In fact, the agenda must be part of the notice of a  meeting which is provided to the members in advance of the meeting. A  good agenda will facilitate a smooth, efficient and effective board  meeting. The following are elements of a meeting agenda and descriptions  of relevant items: 

• Legal Issues. Discussing legal issues in executive session preserves  the attorney-client privilege, and allows the board to discuss  litigation strategy and settlement strategies for current and potential  litigation matters with its legal counsel. The association’s attorney  does not need to be present either in person or by phone for the board  to meet in executive session to discuss legal issues.

• Formation of Contracts. Boards may consider matters relating to the formation of contracts with third parties.

• Disciplinary Hearings. Boards should meet in executive session for  all disciplinary hearings. The accused member is entitled to attend the  executive session for that portion of the meeting dealing with the  individual member’s hearing.

• Personnel Issues. Personnel matters which include, but are not  limited to, hiring, firing, raises, disciplinary matters and performance  reviews, if applicable to the association.

• Payment of Assessments. Boards may meet with members in executive  session to discuss requests by delinquent members for payment plans.

• Foreclosure. Pursuant to California Civil Code section 1367.4(c)(2), the decision to foreclose must be made by a majority of the board in executive session.

• With an Open Meeting – If executive session is held with a  scheduled open meeting of the board, it must be included in the open  meeting’s four-day notice and generally noted in the open meeting  agenda.

• Between Open Meetings – If a meeting is to be held solely  in executive session, members must be given notice of the time and place  of the meeting at least two days prior to the meeting.

Notice must be posted in a prominent place or places in the common  areas and by mail to any owner who had requested notice by mail. In  addition, notice may be given by mail, by delivery of the notice to each  unit in the development, by newsletter or similar means of  communication, or, with the consent of the member, by electronic means.  (California Civil Code section 1363.05(f)).

The executive session may be held before or after the open session board  meeting, or at another time not related to the open session board  meeting, depending on the business needed to be discussed or the  respective availability of your directors, attorney and/or any  participating members. Because the executive section portion of a  meeting is confidential, a separate agenda for the executive session  part of the meeting should be prepared to outline the topics the board  will discuss in the closed session. 

This is the informal, but official opening of the board meeting.

This is the time set aside to ratify the meeting minutes of the last  board meeting. In addition, the board may introduce and/or ratify any  business that was conducted via an emergency email meeting by unanimous  consent. 

Old Business: The board may discuss unresolved or tabled items of business from the last board meeting. 

New Business: This is the time set aside to discuss new items presented to the board  for discussion and vote. During this time the board may also discuss  matters that are regularly discussed in board meetings (i.e., discuss  and approve the budget or association financials). 

Member Open Forum: Some boards may choose to have an open forum meeting at the beginning of  the board meeting rather than the end. Either way, members must be  provided with an opportunity to speak and address the board for a  reasonable period of time at some point during the board meeting. Some  issues may not be set forth on the agenda or discussed by the board  during the regular board business portion of the agenda. In open forum,  members may be allowed to address the board regarding issues or matters  requiring a vote. As stated above, time limitations may be utilized to  ensure that the board meeting can be ended on time. 

Adjurn: This is a formal call to end the board meeting and conclude all association business until the next meeting of the board.