Board of Directors Meeting Protocol
Meetings of the Board of Directors are held as needed to conduct Board business. The annual meeting of the Board is held in March. Meetings will be announced in several ways: by signs posted at all entrances to Bayhill, by e-mail for those who request it, and when possible, by the Bayhill Beat Newsletter (this will only happen if the meeting date is determined well enough in advance so the newsletter can be published and distributed in time to allow a 48-hour advance notice of the meeting). When meetings are announced, the announcement will include the meeting date, time, and location. That 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, and the public. The Board follows Roberts Rules of Order and meetings are conducted by following the published agenda that is made available to homeowners attending the meeting (those not attending the meeting may request a copy by e-mail). While comments may be permitted during individual agenda items, 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. Members of the public that are in attendance will be granted the opportunity to present their comments to the Board during the public comments portion of the agenda. In order to allow the most amount of public 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.
All meetings are open to residents, property owners, and the public. The Board follows Roberts Rules of Order and meetings are conducted by following the published agenda that is made available to homeowners attending the meeting (those not attending the meeting may request a copy by e-mail). While comments may be permitted during individual agenda items, 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. Members of the public that are in attendance will be granted the opportunity to present their comments to the Board during the public comments portion of the agenda. In order to allow the most amount of public 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.