Board Meetings

Proper and Effective Board Meetings Online Class

The course is specifically designed to educate community association managers and board members on how to properly conduct a board of directors meeting.

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How to Run a Board Meeting Effectively

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Creating Boards That Work

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Summary - From: https://www.jimersonfirm.com/blog/resources/faqs/condominium-law/

A condominium board meeting is defined as any gathering of the members of the board of directors, at which a quorum of the members is present, for the purpose of conducting association business. This could include a dinner where board members have gathered to discuss condominium matters and unit owners have the right to attend the meeting.

Meetings of the board shall be open to the unit owners. The right to attend such meetings includes the right to speak at such meetings with reference to all designated agenda items.

The unit owner's right to attend a meeting of the board does not apply when the board and its attorney meet for the purpose of seeking or rendering legal advice for proposed or pending litigation. Also, board meetings are closed when personnel matters are discussed.

Notice of all board meetings along with the agenda shall be posted conspicuously on the condominium property at least 48 hours prior to the meeting, except in an emergency. However, notice of some board meetings, such as one at which non-emergency special assessments or amendment to rules regarding unit use will be considered shall be mailed or delivered to the unit owners and posted not less than 14 days prior to the meeting.

There is no statutory requirement for regular or a required number of meetings of the unit owners or the board of directors. However, the documents of the association should be reviewed for any such requirements. The Florida Condominium Act (Chapter 718 of the Florida Statutes) requires every association to hold an annual meeting of the members and a member or board meeting to adopt the annual budget.

Florida Statutes §718.112(2)(c)

(c) Board of administration meetings.-

Meetings of the board of administration at which a quorum of the members is present are open to all unit owners. Members of the board of administration may use email as a means of communication but may not cast a vote on an association matter via e-mail. A unit owner may tape record or videotape the meetings. The right to attend such meetings includes the right to speak at such meetings with reference to all designated agenda items. The division shall adopt reasonable rules governing the tape recording and videotaping of the meeting. The association may adopt written reasonable rules governing the frequency, duration, and manner of unit owner statements.

1. Adequate notice of all board meetings, which must specifically identify all agenda items, must be posted conspicuously on the condominium property at least 48 continuous hours before the meeting except in an emergency. If 20 percent of the voting interests petition the board to address an item of business, the board, within 60 days after receipt of the petition, shall place the item on the agenda at its next regular board meeting or at a special meeting called for that purpose. An item not included on the notice may be taken up on an emergency basis by a vote of at least a majority plus one of the board members. Such emergency action must be noticed and ratified at the next regular board meeting. However, written notice of a meeting at which a nonemergency special assessment or an amendment to rules regarding unit use will be considered must be mailed, delivered, or electronically transmitted to the unit owners and posted conspicuously on the condominium property at least 14 days before the meeting. Evidence of compliance with this 14-day notice requirement must be made by an affidavit executed by the person providing the notice and filed with the official records of the association. Upon notice to the unit owners, the board shall, by duly adopted rule, designate a specific location on the condominium or association property where all notices of board meetings must be posted. If there is no condominium property or association property where notices can be posted, notices shall be mailed, delivered, or electronically transmitted to each unit owner at least 14 days before the meeting. In lieu of or in addition to the physical posting of the notice on the condominium property, the association may, by reasonable rule, adopt a procedure for conspicuously posting and repeatedly broadcasting the notice and the agenda on a closed-circuit cable television system serving the condominium association. However, if broadcast notice is used in lieu of a notice physically posted on condominium property, the notice and agenda must be broadcast at least four times every broadcast hour of each day that a posted notice is otherwise required under this section. If broadcast notice is provided, the notice and agenda must be broadcast in a manner and for a sufficient continuous length of time so as to allow an average reader to observe the notice and read and comprehend the entire content of the notice and the agenda. Notice of any meeting in which regular or special assessments against unit owners are to be considered must specifically state that assessments will be considered and provide the nature, estimated cost, and description of the purposes for such assessments.

2. Meetings of a committee to take final action on behalf of the board or make recommendations to the board regarding the association budget are subject to this paragraph. Meetings of a committee that does not take final action on behalf of the board or make recommendations to the board regarding the association budget are subject to this section, unless those meetings are exempted from this section by the bylaws of the association.

3. Notwithstanding any other law, the requirement that board meetings and committee meetings be open to the unit owners does not apply to:

a. Meetings between the board or a committee and the association's attorney, with respect to proposed or pending litigation, if the meeting is held for the purpose of seeking or rendering legal advice; or

b. Board meetings held for the purpose of discussing personnel matters.