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The bylaws of a neighborhood association usually specify the types
of meetings that are held within the associations annual year. Roberts
Rules of Order is a good reference for additional information about
meetings. Listed below is an overview of the different types of meetings
an association can conduct.
Minutes should be taken at all meetings.
•Annual Meeting
The annual meeting is held in the same month every year. At the annual
meeting, the members of the association elect the officers and/or
directors for the next year. The annual budget is also accepted at
this time, unless the bylaws state another time for acceptance. The
members also discuss projects, concerns, and other issues that they
would like the board to implement during the next year. If an issue
is raised that cannot be adequately addressed at the annual meeting,
then another general or special meeting should be called for that
specific issue. At that meeting, any additional information can be
presented and the members can approve or disapprove action on the
issue.
•Board Meetings
The officers and/or directors act as the executive committee and are
often referred to as the board. The board meets monthly, or as often
as needed to oversee the concerns and projects that the neighbors
agreed upon in an annual or special meeting. The board is also authorized
within the limits of the approved budget to administrate the month-to-month
business of the association. Neighbors usually do not attend the
meetings, although they can if they choose.
• Regular Monthly or Quarterly Meetings
Some associations choose to have monthly meetings that combine both
a board meeting and a general member meeting. These are usually the
best type of meeting for volunteer associations. The president/chairman
oversees the meeting, allowing full participation from the members
and other board members. It is wise to publish the agenda in your neighborhood
newsletter prior to the meeting so that everyone is aware of the business
to be discussed. Meetings do not always have to relate only to business
concerns; some associations meet monthly for social gatherings. Ask
your neighbors how often they would like to meet and what type of meetings
or social function they would like to have during the year.
•Special Meetings
These meetings can be called as many times as needed throughout the
year. The general members, officers or board can call these meetings
for discussion and decisions that require participation of all members.
The neighborhood should receive at least 10 days notice. If a vote
will be taken, you should check with the associations bylaws or Roberts
Rules of Order to determine how to handle proxy and absentee votes.
• Committee Meetings
All committees should meet separately to discuss and delegate action
on their specific responsibilities for presentations at regular meetings.
Committees are formed for the ongoing task related to newsletters,
welcoming new neighbors, membership drives, addressing concerns raised
by neighbors, and beautification projects. Some committees are formed
for a specific project and are then dissolved.
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