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A community website for the residents of Bixby Hill
HOA Board Meetings: Purpose, Structure, and Decorum
Welcome Members!
As part of our commitment to transparency and effective communication, we want to clarify the structure and purpose of our HOA board meetings. Guided by California Civil Code, these meetings are open to all homeowners but serve a specific purpose that we hope you’ll understand and respect. Meeetings follow standard practices from Robert’s Rules of Order and the Davis-Stirling Act to ensure that meetings remain orderly, fair, and productive for all.
Purpose of Board Meetings
Our HOA board meetings are held to conduct the association’s business in an efficient and structured manner. These meetings are designed for the board to review, discuss, and make decisions according to a set agenda. Unlike a town hall or listening session, these meetings are formal settings where board members discuss and take action on community matters while fulfilling their fiduciary responsibilities.
Members Role and Open Forum Participation
Homeowners are encouraged to attend and observe the meetings. During each meeting, we set aside time for an open forum where homeowners can briefly address the board. Each homeowner is allotted 2 to 3 minutes to share their comments or concerns. This time limit ensures that everyone who wishes to speak has an equal opportunity while also allowing the board to complete its business.
If you have a specific concern or a more detailed matter, please submit it in writing to the board or our management team outside of the meeting. This allows us to address your issue more thoroughly and in the appropriate setting.
Decorum and Meeting Conduct
We kindly ask that once the open forum concludes, members remain respectful observers as the board continues with its agenda. The board follows a structured order of business, so it’s essential for everyone to refrain from speaking out of turn, asking questions directly, or engaging in side conversations. This keeps our meetings organized and ensures that community matters are handled efficiently.
Understanding Open and Closed Sessions
Board meetings include two types of sessions:
- Open Sessions: These are open to all members and cover general association matters, such as budgets, community improvements, and regular business updates.
- Closed Sessions: Some matters are reserved for closed sessions, which are limited to board members only. Topics for closed sessions include legal matters, member discipline, personnel issues, contract negotiations, and sensitive financial matters.
While closed sessions are not open to members, the board will report significant decisions from these sessions in summary form during open sessions.
Why This Matters
By respecting these guidelines, we help maintain a respectful, productive environment where the board can focus on managing the community’s best interests. We appreciate your cooperation and commitment to making each meeting an efficient and valuable experience for everyone.
Thank you for your continued engagement and support!