Meetings can be initiated by the Board of Directors or even the members. Each meeting notification that is called must contain the date, time, location, and an agenda.
What is an Agenda? A list of items to be discussed at a meeting, i.e. order of business.
Meeting Notices: Notices of any meeting shall be provided by the Secretary given to each member either personally, electronically, or by postal mail (paid for by the POA). Notices will not be less than 10 days or more than 60 days in advance. All notices will indicate the date, time, and place of the meeting with an agenda of all items to be discussed, including the general nature of any proposals. (By-Laws, Article XIII, Section 3; NC GS 55A-7-05; 55A-8-22)
Generic Meeting Information: What to expect from the Board of Directors and the Minutes (Robert’s rules)
Various Meetings According to our governing documents:
- Annual Members Meeting: Members meet once a year to receive reports of everything the Association accomplished throughout the past year. Regular annual meetings of the members shall be held on the 2nd Saturday of June at 10:00 am. These reports include:
- Board accomplishes and plans for the future
- Annual Budget and Balance Sheet and Financial Statements from the previous year with an Audit Report
- Presentation of the new year’s Budget with a Budget Ratification date (within 30-days) that will allow members to review the budget and present their questions and concerns.
- References: By-Laws, Article XIII, Section 1 & 3; Article XI, Section 7; Article XII, Section 8; NC GS 55A-16-20; NC GS 47F-3-103b, 108 and 118
- Regular & Special Meetings:
- Regular Meetings: At all meetings of members, each voting member may vote in person or by proxy given each member was notified of the meeting with date, time, location, and agenda items to be discussed and voted upon.
- Special Meetings: Special meetings of members, for any purpose, may be called by the President, the Vice-President, Secretary or Treasurer or by any two or more members of the Board of Directors or upon written request of 1/10 of the eligible voting membership.
- References: By-Laws, Article XIII and Article XIV; NC GS 55A-8-20
- Special Assessments for Capital Improvements: In addition to the annual assessment, the Association may levy in any assessment year a special assessment for that year only. The purpose for special assessments: whole or in part the cost of any construction or reconstruction, unexpected repair or replacement of the water system, sewer system, ways of access for vehicles and roads and streets within Pine Mountain properties. Such assessment shall have the assent of 51% of the votes of those eligible at a meeting that received notice at least 30-days in advance with the purpose of that meeting. (C&R, Part 3, Article I, Section 4)
Actions that may occur within a meeting:
- Quorum Meaning: A quorum is required to pass any action within a meeting. Example: Pine Mountain Board of Directors has 7 members, if more than 3 are absent, no action can officially take place.
- Quorum: If at the first meeting called to pass an action, if the meeting of members present or proxies do not meet the minimum required quorum, another meeting may be called, the same subject, but only one half of the initial quorum is required. This action can continue, according to the C&R, Part 3, Article I, Section 4, until the action is passed or denied. All meetings must take place within 90 days. (C&R Part 3, Article I, Section 5)
Waiver of Notice: (NC GS 55A-7-06; 55A-8-23)
Record Date: (NC GS 55A-7-07)
Members List for Meeting: (NC GS 55A-7-20)
Action without meeting: (NC GS 55A-8-21)