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The management and administration of community associations entails an open process in which the participation of unit-owner members plays a vital role. Association meetings are where the rubber meets the road for the proper and effective functioning of communities, so owners should come to know and understand the different types of meetings and how they are used.
Meeting Types & Notices
The most common types of association meetings are annual members’ meetings, regular board meetings, and special meetings. The annual meetings are typically for the purpose of association elections, while regular board meetings predominantly take place on a monthly basis and focus on addressing all the issues that are currently under discussion as well as the day-to-day operations. Special meetings are reserved for specific board or membership issues that require immediate attention such as budget adoption, material alterations or amendments to governing documents.
Florida law and association governing documents dictate specific notice requirements for meetings. Notices of members’ meetings and special meetings of the board must be provided to the unit-owner members within a certain timeframe, which is typically 14 to 30 days prior to a meeting, while notices of regular board meetings typically only require two days’ notice. The notice must include the date, time, location, and agenda, thereby enabling owners to prepare and participate.
Participation & Agendas
Association members have the right to attend and participate in meetings. Doing so enables them to stay informed about all the issues and decisions that communities are facing, have their questions answered, voice their opinions, and contribute to the decision-making process. Regular involvement in such open forums also fosters community harmony.
As the elected representatives, the members of association boards of directors play a leadership role in meetings. Votes of the directors during meetings are how most community decisions are made, so board meetings provide owners an opportunity to engage with the directors, provide feedback on matters prior to votes, and request information on anything that comes before the board.
The meeting agendas list all the issues that are to be discussed at association meetings, and the minutes serve to document and chronicle votes that were taken. Owners should review agendas prior to attending meetings to understand everything that will be on the table, and it is also wise to review the minutes of the preceding meetings to learn about the status of all that has transpired and the decisions that have already taken place.
Association meetings will typically include a designated period for owner questions and input. These portions are when owners can raise any issues they may have, provide feedback on the matters going before a vote of the directors, and express their opinions in a constructive and respectful manner.
When owners are unable to attend meetings in which votes of the entire membership are taking place, absentee participation is allowed via proxy voting. Voting by proxy enables unit-owner members to assign their voting rights to another individual who will represent them during such meetings and vote as the owner has directed. In some communities, absentee owners may also participate by submitting written statements or questions to be addressed during a meeting.
Association meetings rely on the willingness of directors and owners to communicate their concerns in a respectful manner, listen to differing perspectives, and work towards finding common ground. By attending meetings and contributing to their community’s decisions and staying informed, owners can help to ensure their voices are heard and they make a positive impact.
Our firm’s South Florida community association attorneys write about important matters for associations in this blog and our Miami Herald column, which appears every two weeks on Sundays, and we encourage association directors, members and property managers to click here and subscribe to our newsletter to receive our future articles.