Board of Directors Meeting Protocol
Meetings of the Board of Directors are held as needed to conduct Board business:
1. The Annual Meeting is held in March and is a general membership of all homeowners. This meeting will be announced by mail and will include the meeting agenda, annual budget, election ballots and proxy forms for those unable to attend the meeting or to name someone to act on their behalf. To meet a quorum of the Annual meeting (99 proxies or in person attendance is required). Signs will also be posted with the date and location.
2. Board Meetings will be announced in several ways: signs posted at all entrances to Bayhill, by e-mail from the current email list, for those who request it by providing email address to [email protected] and the quarterly Bayhill Beat Newsletter. When meetings are announced, the announcement will include the meeting date, location and agenda. This information will be posted/published early enough to provide homeowners with at least a 48-hour advance notice of the meeting.
All meetings are open to residents, property owners (general members) and the public. The Board follows Roberts Rules of Order and meetings are conducted by following the published agenda that is made available by the above announcement methods. The purpose of a meeting of the Board of Directors is to decide and vote upon a particular item or course of action in a public forum. General members and public in attendance will be granted the opportunity to present their comments to the Board during the open public comments portion of the agenda. In order to allow the most amount of time for comments, the Board has adopted a time limit of three minutes per speaker. Speakers must follow the guidelines adopted by the Board of Directors and the association's governing documents.
If a member refuses to adhere to the pubic comment guidelines, or otherwise disrupts the meeting, the President (or acting chair) will issue one oral warning to the member to finish speaking. If the member continues to speak or disrupt the meeting, the President (or acting chair) will issue a second warning to finish speaking or have security called to remove the individual from the meeting. If the member refuses to finish speaking, the President (or acting chair) will call for a recess of the Board and will notify security to have the individual removed from the meeting. The Board may reconvene for additional business on the agenda or adjourn the meeting.
1. The Annual Meeting is held in March and is a general membership of all homeowners. This meeting will be announced by mail and will include the meeting agenda, annual budget, election ballots and proxy forms for those unable to attend the meeting or to name someone to act on their behalf. To meet a quorum of the Annual meeting (99 proxies or in person attendance is required). Signs will also be posted with the date and location.
2. Board Meetings will be announced in several ways: signs posted at all entrances to Bayhill, by e-mail from the current email list, for those who request it by providing email address to [email protected] and the quarterly Bayhill Beat Newsletter. When meetings are announced, the announcement will include the meeting date, location and agenda. This information will be posted/published early enough to provide homeowners with at least a 48-hour advance notice of the meeting.
All meetings are open to residents, property owners (general members) and the public. The Board follows Roberts Rules of Order and meetings are conducted by following the published agenda that is made available by the above announcement methods. The purpose of a meeting of the Board of Directors is to decide and vote upon a particular item or course of action in a public forum. General members and public in attendance will be granted the opportunity to present their comments to the Board during the open public comments portion of the agenda. In order to allow the most amount of time for comments, the Board has adopted a time limit of three minutes per speaker. Speakers must follow the guidelines adopted by the Board of Directors and the association's governing documents.
If a member refuses to adhere to the pubic comment guidelines, or otherwise disrupts the meeting, the President (or acting chair) will issue one oral warning to the member to finish speaking. If the member continues to speak or disrupt the meeting, the President (or acting chair) will issue a second warning to finish speaking or have security called to remove the individual from the meeting. If the member refuses to finish speaking, the President (or acting chair) will call for a recess of the Board and will notify security to have the individual removed from the meeting. The Board may reconvene for additional business on the agenda or adjourn the meeting.