HOA Meetings

The board of trustees meet regularly. We run our monthly meeting in two parts, an executive and members meeting, on the second Monday of each month. We also conduct an annual member’s meeting on January of each year. We meet at the Our Redeemer Lutheran Church.

Executive Meeting

The executive meeting commences each month from 7:30pm to 8:15pm. This meeting is closed to non-executive board members, and no voting or motions are conducted during this time but is kept closed for executive discussions.

Members Meeting

The members are invited to attend the meeting from 8:15pm to 9pm. During this time, the agenda will consist of the following fixed items and old business:

  1. Old Business

    1. President opens meeting.

    2. Minutes from last meeting is approved.

    3. Pool update

    4. Financial update

    5. Communications update

    6. Park update

  2. New Business

    1. New agenda items

Meeting Order (Robert’s Rules)

During the member’s portion of the monthly meeting, it is important for all members attending to observe the rules of order for the meeting. We adopt Robert’s rules to ensure orderly process through the agenda items. The President chairs the meeting and calls to order based on the agenda.

  1. Each member can fill in the form below prior to the meeting to propose an agenda item, on a first-come-first-serve basis after the executive boards agenda items conclude provided there is sufficient time.

  2. The member with the agenda item will have 30 seconds to talk about the agenda item brought to the meeting, based on Robert’s rules of conduct. If no other member wishes to use their time, the member may extend their time by 30 seconds. Time may also be extended through board motion (see below cheatsheet).

    Rules of Order (Robert’s Rules)

    1. Member Speaking Time:

      • Members are allowed 30 seconds per topic.

      • A second turn can be requested after all members have had a chance to speak.

    2. Addressing the Chair:

      • All comments, motions, and questions must be directed to the Chair only.

      • Avoid side conversations or addressing other members directly.

    3. Motions:

      • Members must clearly state their motion.

      • The motion must be seconded before discussion.

    4. Debate Rules:

      • After a motion is seconded, members can discuss, adhering to the 30-second rule.

      • Speakers should wait to be recognized by the Chair.

    5. Board’s Response:

      • The Board’s response to any member’s comments is optional, based on the Chair’s discretion.

    6. Out of Order:

      • If a member is out of order, the chair may call point of order. If the member continues to speak when the chair does not recognize the speaker, the member will be given one warning. A second warning may instigate ejection from the room, at the chair’s discretion.

Robert’s Rules Cheat Sheet

TYPES OF MOTIONS

  1. Main Motion: Introduce a new item

  2. Subsidiary Motion: Change or affect how to handle a main motion (vote on this before main motion)

  3. Privileged Motion: Urgent or important matter unrelated to pending business

  4. Incidental Motion: Questions procedure of other motions (must consider before the other motion)

  5. Motion to Table: Kills a motion

  6. Motion to Postpone: Delays a vote (can reopen debate on the main motion)

EVERY MOTION HAS 6 STEPS

  1. Motion: A member rises or raises a hand to signal the chairperson.

  2. Second: Another member seconds the motion.

  3. Restate motion: The chairperson restates the motion.

  4. Debate: The members debate the motion.

  5. Vote: The chairperson restates the motion, and then first asks for affirmative votes, and then negative votes.

  6. Announce the vote: The chairperson announces the result of the vote and any instructions.

REQUESTING POINTS

Certain situations need attention during the meeting, but they don’t require a motion, second, debate or voting. It’s permissible to state a point during a meeting where the chairperson needs to handle a situation right away. Board members can declare a Point of Order, Point of Information, Point of Inquiry or Point of Personal Privilege.

Point of Order: Draws attention to a breach of rules, improper procedure, breaching of established practices, etc.

Point of Information: A member may need to bring up an additional point or additional information (in the form of a nondebatable statement) so that the other members can make fully informed votes.

Point of Inquiry: A member may use Point of Inquiry to ask for clarification in a report to make better voting decisions.

Point of Personal Privilege: A member may use Point of Personal Privilege to address the physical comfort of the setting such as temperature or noise. Members may also use it to address the accuracy of published reports or the accuracy of a member’s conduct.

Upcoming Meetings

Board Minutes

**If you are unable to access the Minutes please reach out to the board

Got an Agenda Item

If you as an HOA member have an item for the agenda, please fill out the following form. to bring it up during the next meeting.

Archived Minutes

Archived minutes from October 2022 all the way to December 2014, can be downloaded by clicking here.