Amy: Oh that thing! No one ever reads that! All I know is that no one ever tells us when meetings are held or what they do at them. Joe: Liz is coming this way, let’s ask her. Does dialogue like this sound familiar? Do the residents know or have the opportunity to know what is happening in their association? Is the board or CAM negligent in making sure that meetings are posted? How important are meetings anyway? In many associations, the lack of information and knowledge about what’s happening in their community exists because of several possibilities: ● The board doesn’t recognize its responsibility to bring association information, decisions, and actions to the members. ● The board recognizes its responsibility to meet, but management doesn’t work in concert with the board to prepare meaningful detailed agendas, provide necessary documents and materials, post notices, or assist the board with knowledge about how to properly conduct meetings. ● The CAM recognizes their responsibility to work with the board to assist in preparing meaningful detailed agendas, provide necessary documents and materials, post notices, and help the board to properly conduct the meetings, but the board is fragmented and often members don’t prepare for the meeting or they expect the CAM to conduct the meeting. Let's go back to the pool. Liz just finished walking around the pool area and the outside perimeter of the clubhouse after a long holiday weekend. Liz performs this inspection three times each week and additionally when there are special events or holidays. In an inspection of this type, what sorts of maintenance issues might a CAM, like Liz, discover? ● A pool rules sign is damaged. ● There is a gopher making holes along the sidewalk around the clubhouse that could become a hazard. ● One of the newly planted shrubs is dying. ● There are glass chards beside the hot tub. ● It’s time for a new life ring or shepherd’s hook. ● Many other things. Joe: Hi Liz! Are you having a good Monday? Liz, we were just talking and Amy asked if there was a meeting coming up. Liz: Hello everyone. Beautiful day to be by the pool. Yes, there is a board meeting scheduled for next Tuesday. The board meets every second Tuesday of each month. They usually take a break in July and August, but when a meeting is needed for special purposes, they will schedule it. That is the case next week. As you might remember, the board was seeking bids for a new landscape maintenance provider. They received several bids
and will be considering them at the meeting next week. It will be a special meeting of the board for that purpose. Amy: Then why don’t they tell us? Mimi: Yeah! And I heard that the members must meet every month. Why haven’t you informed the board about that new law, Liz? Joe: Whoa! Slow down folks! I told you the meeting was in the newsletter and on the website! Liz: Yes, and in addition to that, it will be posted on the bulletin board at the clubhouse entrance that was approved by the board for all association notices to appear. The notice there will be posted at least 48 hours before the board meeting and include a full agenda. Since the meeting is on Tuesday and 48 hours prior is Saturday, I’ll post the notice to the bulletin board on Friday before I leave for the day. Mimi, there are some provisions in the Florida statutes that require meetings of the members, but currently, there is no requirement that a members’ meeting be held monthly. Perhaps Mimi confused this with the provision amended into F.S. 718 that in a residential condominium association of more than 10 units, the board of directors must meet at least once each quarter. At least four times each year, the meeting agenda must include an opportunity for members to ask questions of the board. Meetings of the board are usually open to all members to attend, except when it is a closed meeting for purposes, such as discussing legal matters with the association’s attorney or discussing personnel issues. Although such meetings may be closed to member attendance, they still must be posted. About this time, Jim chimed in ... Jim: Blah blah blah! It’s like I was saying, the board just talks and talks at those meetings and never does anything. Just forget it. See ya, Liz. Liz: Jim, and everyone, so that you are aware, minutes of all the members’ meetings and board meetings are posted on the website. Reading the minutes may give you a better idea of what the board does at their meetings. Additionally, in compliance with the Florida statutes, the website includes posting of all meetings in advance including the agenda and copies of materials that are covered on the agenda at the meeting. Well, I’ve got to go now. I found a few things on my walking inspection that need attention. Have a great day at the pool! Maybe we’ll see you at the meeting next week. With this conversation in mind, let’s review some general information about meetings and community associations.
PART 1: GENERAL INFORMATION ABOUT MEETINGS
Importance to community associations In community associations, who requires meetings? Is it the individuals who live or own property, or a body such as a board or committee, a CAM or the management firm?
When reviewing the statutes and codes that govern and guide Florida community associations, community association managers, and management firms, we find that the term ‘meeting’ is referred to hundreds of times. That might indicate that meetings are important events in the life of a community association. Statutes that affect community associations directly include:
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Book Code: CAMFL1526
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