Notice
According to MCOIA, how far in advanced does the Annual Meeting notice need to be sent/postmarked?
No more than 30 days, no less than 21 days.
If you need to use a laptop, projector, screen or other technology for the Annual Meeting, who do you reserve that with (in office)?
Anna Dunn
What is the vessel used to vote?
Voting Ballot
Unlike Board Meetings, who runs majority of the Annual Meeting?
YOU! :)
If you've borrowed something for the meeting, how soon should you return it and to whom?
ASAP; Anna Dunn
What is the purpose of the Annual Meeting?
-Financial Standings
-Building community
How early should you arrive to set up for the Annual Meeting?
Trick question...sorry! It depends on where it's held, how familiar are you with facility, any "extras" for the meeting (ie: food/social hour).
Typically, 45-60 minutes if possible.
Determined by the Governing Documents, this is how many homeowner's must be represented to hold a legal Annual Meeting.
Quorum
What if quorum isn't met?
You can set a new date, 7 days from then, and the quorum is the percentage of those in attendance.
Or
You tell the homeowners you'll still go through the meeting, have open forum but there will be no voting.
Who should be the last to leave the meeting place?
Typically, the CAM. If you are at a homeowner's home, please don't make them leave :)
Which financials are included in the Annual Meeting packet?
Give 3 places where can we hold an Annual Meeting?
-Libraries
-Schools/Colleges
-Outside/On Site
-Community Center
-Conference Room at Northland Building
-Churches
-Police Station
-City Hall
-Virtually
-Personal Home of member of community
If a homeowner cannot make the meeting, they can submit this item in place of their physical attendance; it also gives the authority of someone else to vote for them.
Proxy
Who takes the Annual Meeting minutes, when are they approved, and by whom?
What should be done with the proxies and nomination forms after the meeting?
Scan, save to F-Drive, and then recycle.
If there is going to be a vote to elect/re-elect board members, homeowners can make their interest to run known by submitting this.
Nomination Form
Name at least 3 items you should have printed for the Annual Meeting.
-Sign in sheet
-Agendas
-Voting Ballots
-Copies of prior year's minutes
-Nomination forms
True or False: each homeowner can cast a ballot.
False.
One ballot per household.
True or False: Open Forum is a time for discussion of general community issues only.
True.
How soon after the Annual Meeting should the meeting minutes be written and saved to the F-Drive?
Within 2 days.
What are the 7 items that must be included in the Annual Report?
-Capital Expenditures in excess of $5,000
-Financial Report
-Pending Lawsuits
-Insurance Coverage
-Delinquencies
-Reserve Balance
-Reserve Components
Name at least 4 items you should bring with for the Annual Meeting.
-Nametag
-Pens
-Business Cards
-Notebook/form for minutes
-Laptop w/PowerPoint
-Projector, depending on the room
A second round of voting will be held between the 2 candidates to break the tie.
If homeowners are becoming unruly or rude, what can you do to manage that?
-Firmly remind them that this is a professional meeting and we are not going to speak in raised voices/profanity.
-If they do not respect the above option, give them a warning that they will be excused if they continue.
-Bye, Felicia! Excuse them from the meeting and do not proceed until they leave.
-They will "come at" you in a colorful array of emotions, meet them with black and white responses.
-If you ever feel uncomfortable, you can pack up and leave.
What items need to be updated after the Annual Meeting?
-C3
-Annual Calendar w/terms
-Email Group
-Your cell number (if you have a new president and feel comfortable sharing that).