Who Is in Charge of the Voting Members?

Q. Who is in charge of the Voting Members?

A. The homeowners in the neighborhood of each Voting Member.

Q. Who is NOT in charge of the Voting Members?

A. The following persons or officers are NOT in charge of Voting Members:

1. the Board President
2. any other officer on the Board
3. any director on the Board, whether an officer or not
4. the chairperson of the HOA's Neighborhood Committee
5. the HOA's Property Manager

At the Annual Meeting of Voting Members each November, they would be wise to

1. elect a chairperson for the following 12 months

2. create a short list of duties of the chairperson, such as

a. sending out Notices of meetings;

b. calling Special Meetings, on his own or when requested by an agreed-upon minimum number of Voting Members;

c. distributing Association information to all Voting Members without showing favoritism; 

d. conducting meetings of the VMs in a fair and impartial manner; following Robert's Rules of Order

e. recognizing that the chairperson has no special powers.

3. monitor the election of directors for compliance with the By-Laws.

4. be certain that Minutes of their meetings are created and published, including

a. the names of each Neighborhood Representative (Voting Member OR Alternate) who voted in the election, and a list of all who attended;

b. the nature of the meeting;

c. a summary of discussions;

d. any decisions reached.

As it is now, if one Voting Member wants a meeting, he can try to organize it. Too many Voting Members are not showing up, which prevents a quorum, which prevents an official meeting. 

If anyone tries to discourage a Voting Member from attending a called meeting, that should reported in the meeting and discussed, along with action to be taken.

If a Voting Member develops a habit of not attending a called meeting, thereby causing the quorum requirement to fail, Voting Members should consider a Motion and action to have that Voting Member replaced by his neighborhood.

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