VILLA’S BOARD OF DIRECTORS
Vice President: Esther Peabody 8251363
Secretary: Gerald Bickel 818-3229
Treasurer: Michael Hatmaker 825-3594
Gary Kling 8818-3278
Melanie Neilson 825-3234
SaddleBrooke Villas, Unit 20 Homeowners Association
Board of Directors Protocol
The following protocol will guide the Board of Directors in conducting the business of the Association.
1. The full Board acting in the presence of a quorum at official Board meetings makes decisions on behalf of the Association. Board members individually may not act on behalf of the Association or promulgate policies affecting the Association or its members.
2. Board meeting agendas will be finalized by the President at least seven (7) calendar days in advance of the meeting date and distributed to all homeowners at that time. Board members and Committee Chairmen may place items on the agenda by contacting the President. Agendas will be distributed to homeowners by e-mail, placed in mail tubes for resident homeowners without access to e-mail, and mailed to non-resident owners without access to e-mail. This will enable homeowners to know what business the Board will consider so they can attend if they desire.
3. Homeowners are encouraged to attend Board meetings to observe the proceedings and may speak when recognized by the chair. A period of time will be set aside at the start of the “Action Item” portion of the agenda for homeowner comment and discussion. Comments and presentations will be limited to three minutes per lot. Additionally, a period of time will be set aside at the conclusion of the Board’s regular business for audience comments/questions.
4. At the Board’s discretion, Committee reports will be limited to a two-minute summary of that committee’s activities since the previous Board meeting. A written report will be made available for those present.
5. Agenda “Action” items will be handled in the following manner: 1) Item announced by the Chair followed by a presentation of information to the Board by the Chair, Board member, or other appropriate person; 2) Discussion by the Board to clarify issues and obtain additional information; 3) Action Item considered further for possible action.
6. Items not on the printed agenda may be raised and discussed, but no action will be taken until the item is placed on a succeeding agenda with appropriate homeowner notification. Exceptions may be made for minor items at the discretion of the Board. True emergencies will be handled as exceptions to this procedure.
7. Board meetings will be conducted in accordance with Roberts Rules of Order.
8. A recording secretary designated by the Board will take the minutes of each meeting. Preliminary minutes will be distributed to Board members prior to the succeeding meeting. Minutes are not deemed official and will not be distributed to homeowners until approved by the Board. A summary of Board actions in the form of a memo will be distributed to homeowners following Board meetings. A recording device may be used at meetings to assist the recording secretary.
9. In accordance with the Bylaws, committees may be appointed by the Board to conduct certain tasks as outlined and approved by the Board. Committees are not independent and act only under the supervision and oversight of the Board. Committee chairs will report to the Board at each meeting.
10. The Board in its sole authority must approve all financial commitments and contracts with outside parties. The Board may approve a spending limit for certain ongoing obligations under the supervision of a Board member or committee Chair. All special cost items for a reporting period will be indicated in the respective committee report.
11. The Treasurer and/or President must approve payment of invoices. The Vice President may act on behalf of either of the Treasurer or President during their absence from the community. Payments of $1,500 or more must be approved by the full Board.
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