Running a meeting

[Guest medtran49]

Hi,

We are a large community that consists of multiple separate smaller communities, all of which have a voting representative. The VRs elect the Directors, vote on amendements, funding reserves, and various other issues that affect the community as a whole. We have a Board Advisory Committee that is completely independent of the Board of Directors and consists of all the VRs. My question is when we have a "Member's Meeting," meaning a meeting of the VRs to vote on something, who would run that meeting? The President of the Board of Directors or the chairperson of the Board Advisory Committee? There is nothing in any of our documents about who runs the Member's Meeting.

Michelle

[hmtcastle]

We have a Board Advisory Committee that is completely independent of the Board of Directors and consists of all the VRs. My question is when we have a "Member's Meeting," meaning a meeting of the VRs to vote on something, who would run that meeting?

If the BAC consists of of the VRs, then when the VRs meet wouldn't it be a meeting of the BAC? If so, wouldn't the chair of the BAC preside?

[Guest Michelle]

That's what we thought but at the last member's meeting, the President just took over from the chairperson of the BAC and was sort of rude about it. The President of the BOD has been becoming more and more belligerant when people disagree with his stance on issues. A very large dollar contract is going to be decided upon in the next month or 2 and even though many BOD members want to negotiate the price, he is just dead set against any negotiation. Since the issue impacts every single homeowner and has been a contentious issue in the past, it was decided to let the members/VRs vote on whether to renew the contract or not instead of the BOD deciding, although of course the BOD will have to vote on the contract, abiding by what the VRs decide. The Member's Meetings are traditionally held right before a regular monthly BOD meeting and I suppose this is why he believes he should run it.

Again, our docs don't say anything about Member's Meetings other than what/who composes the membership, the way the votes are counted, and how to call a meeting to discuss/vote on issues.

Michelle

[hmtcastle]

Again, our docs don't say anything about Member's Meetings other than what/who composes the membership, the way the votes are counted, and how to call a meeting to discuss/vote on issues.

All meetings are "members' meetings".

[Guest Michelle]

Actually, no they aren't. If they were, we would rarely have a quorum. Per our docs, "Member's Meetings" are meetings of the VRs to vote on specific things, including BOD elections. BOD meetings are meetings where the day-to-day business of the corporation is handled by the BOD members elected by the VRs. The BOD members may or may not be VRs/aka "Members of the Corporation."

Michelle

[hmtcastle]

Actually, no they aren't.

Well, yes they are, in the sense that all meetings are meetings of the members of the body that is meeting. A board meeting is a meeting of the members of the board. A committee meeting is a meeting of the members of the committee. A general membership meeting is a meeting of the members of the general membership.

Once you determine which body is meeting (the BAC?), you should be able to determine who the presiding officer is.

[Josh Martin]

That's what we thought but at the last member's meeting, the President just took over from the chairperson of the BAC and was sort of rude about it. The President of the BOD has been becoming more and more belligerant when people disagree with his stance on issues. A very large dollar contract is going to be decided upon in the next month or 2 and even though many BOD members want to negotiate the price, he is just dead set against any negotiation. Since the issue impacts every single homeowner and has been a contentious issue in the past, it was decided to let the members/VRs vote on whether to renew the contract or not instead of the BOD deciding, although of course the BOD will have to vote on the contract, abiding by what the VRs decide. The Member's Meetings are traditionally held right before a regular monthly BOD meeting and I suppose this is why he believes he should run it.

The chairman of the Board Advisory Committee chairs meetings of the Board Advisory Committee, and the President of the association has no authority to "take over" the meeting, notwithstanding when the meetings are held in relation to board meetings.

[Guest Michelle]

Thank you both for your answers.

Michelle