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Meetings

 

COUNCIL MEETINGS

The Board of Directors meet regularly in order to manage operations on an on-going basis and act efficiently on matters that need attention. At different times of the year, the Board may conduct more meetings due to budget and financial matters that are being planned for upcoming years.

ANNUAL MEETINGS

The fiscal year begins January 1st and ends December 31st. The Annual meeting is typically held towards the end of the fiscal year, anytime between October and December. All owners are sent an agenda, specifying the date, time, and place of the meeting, along with a PROXY FORM if they are unable to attend. Meetings are closed and only owners are permitted to attend. Such a meeting is principally held to elect new members to the Board, and discuss matters that are deemed pertinent to all owners. At such time, the current Board furnishes the owners with a detailed budget of actual expenditures for the current fiscal year. At the same time, the Board may furnish the owners with a detailed estimated budget for the following fiscal year commencing January 1st.  Meetings are conducted according to parliamentary procedures.

ANNUAL MEETING MINUTES & ANNOUNCEMENTS

Following the annual meeting, the Board makes available, in a timely manner, the Minutes of the Annual Meeting, along with the announcement of new Board members, and new condo fees and assessments for the upcoming year.

PARLIAMENTARY PROCEDURE

At every meeting of the Maplewood Condominium Association, Board of Directors and owners follow Robert’s Rules of Order, a method of conducting business at meetings and public gatherings, to maintain equity, efficiency, and clarity.  This procedure consists of a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.  Below is a summary of the Robert’s Rules of Order that every Board member and owner should be familiar with.

ROBERT’S RULES OF ORDER CONDENSED

PARLIAMENTARY PROCEDURE

It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.
 IT IS IMPORTANT

Because it is a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert’s Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it’s important that everyone know these basic rules!
 ORGANIZATIONS USING PARLIAMENTARY PROCEDURE FOLLOW A FIXED ORDER OF BUSINESS

  1. Call to order.
  2. Roll call of members present.
  3. Reading/amendment/approval of minutes of last meeting.
  4. Officers reports.
  5. Committee reports.
  6. Special orders — Important business previously designated for consideration at this meeting.
  7. Unfinished business.
  8. New business.
  9. Announcements.
  10. Adjournment.
 THE METHOD USED BY MEMBERS TO EXPRESS THEMSELVES IS IN THE FORM OF MOVING MOTIONS. A MOTION IS A PROPOSAL THAT THE ENTIRE MEMBERSHIP CAN TAKE ACTION UPON OR STAND ON AN ISSUE. INDIVIDUAL MEMBERS CAN:

  1. Call to order.
  2. Second motions.
  3. Debate motions.
  4. Vote on motions.
 THERE ARE FOUR BASIC TYPES OF MOTIONS:

  1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
  2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion.
  3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
  4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.
 HOW ARE MOTIONS PRESENTED?

  1. Obtaining the floor
    1. Wait until the last speaker has finished.
    2. Rise and address the Chairman by saying, “Mr. Chairman, or Mr. President.”
    3. Wait until the Chairman recognizes you.
  2. Make Your Motion
    1. Speak in a clear and concise manner.
    2. State a motion affirmatively. Say “I move that we…”, rather than, “I move that we do not…”.
    3. Avoid personalities and stay on your subject.
  3. Wait for someone to Second Your Motion
  4. Another member will second your motion or the Chairman will call for a second
  5. If there is no second to your motion, it is lost
  6. The Chairman States Your Motion
    1. The Chairman will say, “it has been moved and seconded that we…” Thus placing your motion before the membership for consideration and action.
    2. The membership then either debates your motion, or may move directly to a vote.
    3. Once your motion is presented to the membership by the chairman it becomes “assembly property”, and cannot be changed by you without the consent of the members.
  7. Expanding on Your Motion
    1. The time for you to speak in favor of your motion is at this point, rather than at the time you present it.
    2. The mover is always allowed to speak first.
    3. All comments and debate must be directed to the chairman.
    4. Keep to the time limit for speaking that has been established.
    5. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.
  8. Putting the Question to the Membership
    1. The Chairman asks, “Are you ready to vote on the motion?”
    2. If there is no more discussion, a vote is taken.
    3. On a motion to move, the previous question may be adapted.
 VOTING ON A MOTIONThe method of vote on any motion depends on the situation and the by-laws or policy of your organization. There are five methods used to vote by most organizations, they are:

  1. By Voice: The Chairman asks those in favor to say, “aye”, those opposed to say “no”. Any member may move for an exact count.
  2. By Roll Call:  Each member answers “yes” or “no” as his name is called. This method is used when a record of each person’s vote is required.
  3. By General Consent:  When a motion is not likely to be opposed, the Chairman says, “if there is no objection …”The membership shows agreement by their silence, however if one member says, “I object,” the item must be put to a vote.
  4. By Division:  This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand.
  5. By Ballot:  Members write their vote on a slip of paper, this method is used when secrecy is desired.
 THERE ARE TWO OTHER MOTIONS THAT ARE COMMONLY USED THAT RELATE TO VOTING.

  1. Motion to Table: This motion is often used in the attempt to “kill” a motion. The option is always present, however, to “take from the table”, for reconsideration by the membership.
  2. Motion to Postpone Indefinitely:  This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.