Email Mike Email
Residential Real Estate
Jul 6, 2016

How To Run A Successful Association Meeting

Sponsored Content provided by Mike Stonestreet - Co-Owner/President, CAMS (Community Association Management Services)

A condominium or community association’s annual membership meeting requires thorough preparation to be successful.
 
One of the first things a manager or board should do is review the association’s governing documents for any annual and special membership meeting requirements. Typically, this information will be in the bylaws of your condominium or community association; however, you should also review the declaration and articles of incorporation to see what they contain. (Please read our article for more information on common association terms defined.)
Typically, the bylaws will mandate the quorum requirements for your association. A quorum is the percentage of members required to be in attendance for the association to transact business at the meeting. But in addition to the bylaws, the declaration may have a higher quorum requirement for certain votes by the membership. If your documents are silent on a quorum requirement, N.C. general statutes state that a minimum quorum is 10 percent for planned communities and 20 percent for condominium associations.
 
The governing documents may state additional information, such as where the meeting must take place, when the meeting notice must be sent to the members, and perhaps even a specific month, day and time the meeting must be held. Most governing documents require that the notice of the annual membership meeting be mailed to each association member. Governing documents that are more recently created may permit electronic delivery of the meeting notice.
 
The annual meeting package needs to contain the following: the notice; time and place of the meeting; location of the meeting; an agenda; a proxy; a ballot, if any; minutes of the prior membership meeting; and any supplemental information that will be discussed and voted on at the meeting. This supplemental information may include budgets, amendments, financial statements, election information, and any written officer or committee reports.
 
It’s important to note that if the annual budget for the following year is going to be presented for ratification during the meeting, a quorum is required unless the meeting notice specifically states that a quorum is not required to ratify the budget.
 
One of the most important actions that will take place at an annual membership meeting is the election of one or more members to the board of directors. We encourage condominium and community associations to conduct elections by written ballot to provide anonymity. A written ballot also protects a board nominee from embarrassment if he or she gets few or no votes compared to other nominees.
 
Another important aspect for a successful annual meeting is organization. Officer, committee and management reports that will be presented at the meeting should be well-planned and concise. Bring in accountants, attorneys and other professionals to back the association on key issues. 
 
Come prepared to discuss hot topics (I highly recommend that they be presented as part of the board or manager’s report). Put them on the agenda first and address them head-on. The board, association manager and any other professionals should sit together at the front of the room, at a head table, to convey unity of leadership.
 
An efficient way to verify attendance and if the quorum requirement is met is to register members at the door when they arrive rather than conducting a roll call.
 
Transact the business of the association per the agenda then adjourn the meeting promptly. A question-and-answer forum can take place following adjournment to allow members an opportunity to make comments and ask questions, bearing in mind that the membership cannot vote on an item that was not properly stated in the notice of the meeting.
 
Mike Stonestreet is a 26-year veteran of the professional HOA management industry who has achieved one of the highest education-based designations in the field, that of Professional Community Association Manager (PCAM). Community Association Management Services (CAMS) has been a leading association management company since its inception in 1991. CAMS is a trusted provider of management services for more than 265 associations throughout North Carolina, South Carolina and Georgia. To find out how CAMS can benefit your community, call 910-256-2021, email [email protected], or visit www.CAMSmgt.com.

Other Posts from Mike Stonestreet

Cams300pxx250pxblockadjune2018[1]
Ico insights

INSIGHTS

SPONSORS' CONTENT
Hardy revised

The Future Of Health Care: Administration

Charles Hardy - UNCW College of Health and Human Services
Jasonpathfinder3

What Is A Financial Plan?

Jason Wheeler - Pathfinder Wealth Consulting
Michaelhiggins 41019104338

Pre-Planning Essentials For The Frequent Traveler

Michael Higgins - Dignity Memorial

In The Current Issue

Filming Reels In Jobs, Spending

Film recruiters this year landed five productions in Wilmington, and all but one project has wrapped....


Retirees Influence Commercial Real Estate

The retiree demographic, and the increase in population that results, has implications for the commercial real estate market in the Wilmingt...


Retired Leader Reflects On Service

Ann Hardy, who recently retired as manager of Brunswick County and received the Order of the Long Leaf Pine in October, looks back on her ca...

Book On Business

The 2019 WilmingtonBiz: Book on Business is an annual publication showcasing the Wilmington region as a center of business.

Order Your Copy Today!


Galleries

Videos

2019 Health Care Heroes
August 26, 2019 Power Breakfast: A Healthy Sale?
2019 WILMA Leadership Accelerator
2019 WilmingtonBiz Expo Keynote Lunch - CEO, nCino, Pierre Naude`