Hawthorne Townhomes

Call to Order

Attendance of the Board and any owners present will be documented.

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Homeowner Topics

There will be 15 minutes at the start of every public meeting for individual Hawthorne Homeowners to bring up community issues. The Board will listen to each homeowner and will ask any clarifying questions. The Board can choose to table the discussion for the next official meeting or can make a decision if the situation allows. Homeowner feedback will only be solicited during the Homeowner’s Topics section.

• Each homeowner issue is limited to 5 minutes of discussion time.

• If an issue is finished early, additional topics, if any, will be discussed up until the 15 minute time limit.

• If at any point the section becomes unproductive, the Board can choose to adjourn the public portion in order to complete all Board related business.

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Adding Items to the Agenda

• Issues submitted to the management company in writing 7 days prior to the meeting will receive priority treatment in the order that they are received.

• Issue submitted to the Board via e-mail will be covered in the order that they are received assuming there are no priority items. All e-mails to the Board must be received at least 48 hours before the meeting in order to finalize the schedule.

• The owner must be present for the issue to be discussed.

• If time expires for Homeowner Topics, the remaining items to be discussed will have priority at the following meeting. Owners DO NOT have to resubmit the issue.

• Renters will not be allowed to bring issues before the Board. All issues must be submitted by the owner.

• Any issues reported by homeowners renting their units and not actively living in the community must be submitted in writing along with any supporting documents.

 

Approval of Previous Meeting Minutes

The Board will review the previous meeting minutes and approve with changes if necessary.

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Building Report

The Property Manager will report on any issues surrounding homeowner and building issues. All items regarding legal procedures will be discussed in an executive session. (see below)

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Financial Report

The Property Manager will report on the last month's financial statement and call out any discrepancies. Any issues regarding contracts with vendor companies will be reviewed by the Board in this section. Any issues regarding reserve studies or independent auditor’s reports will be review the Board in this section.

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Manager’s Report

The Property Manager will report on any miscellaneous maintenance activities, along with bids provided by vendor companies on specific projects affecting the community.

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Old Business

The Board will cover any items remaining from the previous meeting or any outstanding homeowner issues brought in the previous month’s Homeowner’s Topics discussion.

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New Business

The Board will cover any issues that affect the association that have not been discussed in a previous Board meeting.

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Confirmation of Next Meeting

Confirm next meeting date.

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Executive Session (closed to the community)

For the purposes of maintaining privacy and dignity, the Board will review, motion, and vote on any matters regarding legal issues and rules violations surrounding any individual owners. The Board will also review the summary of delinquent collections and vote on any matters.

Any issues regarding the association as a whole will be covered in the open discussion.

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Adjourn