TIMBERLAKE COMMUNITY ASSOCIATION
Owners are encouraged to attend regular meetings of the Board of Directors to stay informed and hear about the business of the Association.
Timberlake Community Association Board of Directors
Q. What is a Board Meeting and what occurs?
A. By the direction of the Board of directors, (resident volunteers) will gather to help oversee the property or community. Most often, Board will hold regular monthly Board of Director meetings on third Tuesday of any month. The meeting will cover a wide range of topics such as financials, property, residential living, and much more. The Board discussion is Board only. Most importantly, when conducting a meeting, the POA must follow their association bylaws provided in the CC&R, covenants, conditions, and restrictions. It should be noted that while Unit Owners are free to attend and observe each open Board meeting, they are only allowed to participate to the extent and in accordance with procedures established in the homeowner’s forum. This is a time (up to 3 minutes) to state your concerns, ask a question. The Board will take this under advisement, but this will research, and may be answered by email to the owner, or mass email, but not at the meeting.
Attendance of the Board meeting is for Business of the Board; hold any suggestions, concerns and questions till Homeowners forum. (Point of order)
Q. What is a Homeowners Forum?
A. Homeowners forum? What is this? It is not a Q and A session nor a place to break protocols. Owners should speak their concerns, however, the Board will take it under advisement and follow up at latter date.
Here are some guidelines to observe:
Although homeowners within the community are all neighbors, a board meeting is a corporate business meeting. Attendees should behave accordingly.
If a member would like to address the board, please have sign in when they arrive. They will be called in the order in which they signed up.
The homeowner forum is an exchange of ideas, not a gripe session.
To keep the meeting businesslike, it may be best for a member to refrain from speaking if they are particularly upset about an issue. Have them consider speaking later, speaking privately with a board member, or putting their concerns in writing and emailing them to the Board.
Only one person may speak at a time. Meeting attendees need to respect the opinion of others by remaining silent and still when someone else has the floor.
Each member will be allowed to speak for no more than three minutes. Meeting attendees need to respect the volunteers’ time by limiting their remarks.
If a member needs more than three minutes for the homeowner forum, the Board can have them put their comments in writing. Ask them to include background information, causes, circumstances, desired solutions and other considerations that they believe are important.
The Board of Directors in a homeowner’s association will not be able to resolve all member concerns on the spot, and they will choose not to argue or debate an issue with a member during the homeowner forum. Some items will be handle within 30 days of the meeting by mass email to the entire community; or a one off email to the owner.