Meetings
This type of meeting may be called without notice when circumstances arise which could not have been reasonably foreseen and urgent Board action may be needed.
Emergency Board Meeting [Civ Code 4923]
These independent third parties must be selected and appointed in Open Session early in the election process.
Inspectors of Election [Civ Code 5110]
Boards of Directors must review their association's financial records this frequently.
Monthly [Civ Code 5500]
Unless the governing documents require longer, members must be given notice of the time and place of board meetings at least this many days prior to the meeting.
4 days [Civ Code 4920a]
Boards who make decisions in closed meetings are acting in violation of this California Civil Code Provision.
Open Meeting Act [Civ code 4900]
The discussion (but not approval) of vendor contracts and proposals may take place in this type of meeting.
Executive Session Board Meeting
HOA members must be provided with a minimum of this many days between the distribution of candidate nomination forms and the deadline to return them.
30 days [Civ Code 5115a]
This subcommittee consisting of the Treasurer and at least one other board member reviews financial records between meetings for later ratification.
The Financial Review Committee
A reserve study with site-visit must be performed this often
Every three years
The purpose of this fund is to repair, replace, restore, or maintain the major common area components.
The reserve fund
Non-emergency Executive Session Board meetings may be called with this many days of notice.
2 days [Civ Code 4920]
This document must go out at least 30 days before ballots are distributed to verify the accuracy of candidate information.
The Election Verification Letter [Civ Code 5115b]
Following a Board meeting, VMG Managers are required to provide copies of draft minutes to the HOA Services Accountant for this purpose (or purposes).
To prompt the posting of approved financials and to facilitate any approved delinquency related actions.
Hearing notices must be in writing and delivered either in person or by individual delivery this many days prior to the meeting in which the hearing is to take place.
At least 10 days prior to the meeting [Civ Code 5855]
This is when the chargeback should be sent to Russ for extra meetings, emergency calls, or pass-through credit card expenses to a client.
Immediately (if not sooner!)
When a reserve item is proposed for repair or replacement, these two pieces of information should always be included in the Manager's Report.
Lifespan and estimated cost
Provided for in the Bylaws, these are the three (3) primary items of business conducted at Annual Meetings of the Members
1) Election of Board of Directors; 2) Determine use of excess funds at the end of the fiscal year; 3) To approve the minutes from the last annual meeting
Boards may choose to borrow from reserves to fund the operating account to meet short-term cash flow problems or expenses. The funds must be restored to the reserve account within this timeframe.
Within one year of the date of the initial transfer [Civ Code 5515]
The tabulated results of an election must be reported to the membership via general notice within this many days.
15 days [Civ Code 5120b]
The Panel delinquency reports placed in VMG Board packages are never complete without this important addition by Managers.
Updated notes on delinquent accounts (as needed)
Large transfers from reserve or operating accounts cannot be made without prior written approval from the board. For transfers of monthly reserve funds, VMG managers achieve authorization in this way.
Addition to the Open Session Board meeting agenda in the beginning of every new fiscal year [Civ Code 5502]
Associations cannot disqualify a candidate from nomination if the person has not been provided an opportunity to engage in this process.
Internal Dispute Resolution [Civ Code 5105(e)]
A homeowner's written request for current fiscal year financial records must be fulfilled within this time frame.
Within 10 business days of receipt of the request [Civ Code 5210(b)(1)]
Boards may call a subsequent meeting at least this many days after a scheduled election if quorum is not reached at which time the reduced quorum of the membership will be 20%.
20 days [Civ Code 5115(b)(5)]
VMG Managers should log into Vantaca at least this often to review any invoices at their step.
≥3x weekly