● Antidiscrimination : It should be clear that such activities are prohibited and can be cause for immediate removal from the board. ● Compliance with governing documents and relevant laws : While serving on the board, it is vital for a board member to become familiar with the association’s governing documents, policies, resolutions, and rules. ● Conflict of interest : A board member should disclose any conflicts to the board and members. They should consider such conflicts relating to voting on actions to be taken. ● Business discussions : Board business should be conducted only at scheduled meetings. It is inappropriate for board members to conduct association-related business outside of board meetings. This could inappropriately omit other board members with differing opinions. ● Confidentiality : Board members should be bound by their code of conduct to maintain complete confidentiality of association matters, such as board decisions, actions involving litigation, and legal matters. ● Professional contractor services : A code of conduct should specify the procedure for selecting a contractor/ service provider. This will make the process of obtaining bids, checking reviews, and voting as a board simple and consistent. Conclusion This concludes the CAM CE “Meetings, Important or a Waste of Time?” The goal of this course is to emphasize the importance of community association meetings, procedures for conducting meetings, statutory requirements related to meetings, and the importance for a CAM and management team’s knowledge of these factors and skills in assisting BOARD MEETING NOTICE EXAMPLE The XXXXX Homeowners’ Association, Inc. Board of Directors Meeting August 14, 20xx at 7:00 PM Recreation Center 700 xxx Lane, Greenacres, FL 33xxx AGENDA 1. Call to order 2. Announcement of quorum 3. Proof of notice of meeting 4. Reading of minutes of prior board meeting(s)
As the statutes and administrative codes have changed over the years, we should remember that many of the issues above are requirements of boards of directors as determined by statutes. As we noted earlier in the course, condominium and cooperative associations require newly elected and appointed board members to certify in writing to the secretary of the association the following: ● They have read the association’s declaration of condominium, articles of incorporation, bylaws, and current written policies. ● They will work to uphold such documents and policies to the best of their ability. ● They will faithfully discharge their fiduciary responsibility to the association’s members. Additionally, newly elected and appointed condominium board members must attend a state-approved course and provide evidence of doing so to the association. For cooperatives, newly elected and appointed board members may attend such course in lieu of certifying in writing the above. In many ways, these provisions may take the form of a document such as a code of conduct. That will be up to the individual associations. Either way, it’s the volunteers’ responsibility to comply, and it’s often a responsibility of the CAM or management team to assist them in their compliance.
associations to be in compliance with their governing documents, statutes, and other codes and laws that may relate.
ADDITIONAL RESOURCES
SPECIAL BOARD MEETING NOTICE EXAMPLE The XXXXX Homeowners’ Association, Inc. Board of Directors Meeting To Vote on and Adopt New and Revised Rules for Clubhouse October 25, 20xx at 7:00 PM Recreation Center 700 xxx Lane, Greenacres, FL 33xxx AGENDA 1. Call to order 2. Announcement of quorum 3. Proof of notice of meeting 4. Reading of minutes of prior member meeting(s) 5. Proposed clubhouse use rules for board consideration and adoption: a. Rental fee increases from $100 to $150 b. Rental arrangements required 14 days prior to even c. No smoking or vaping in clubhouse or enclosed pool patio 6. Adjournment
5. President’s report 6. Treasurer’s report 7. Committee reports: a. ARC b. Interview c. Communication
d. Compliance e. Landscape f. Hospitality Unfinished Business
8.
9. New Business:
a. Review landscape maintenance bids b. Set date for annual meeting c. Instruct CAM to prepare necessary notices and documents to be reviewed by board 10. Adjournment
Page 63
Book Code: CAMFL1526
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