Zia Vista Condominium Association

ANNUAL MEETING INFORMATION & UPDATES

WHEN: Tuesday, Oct 19, 2010, 6:00 pm

WHERE: Zia Vista Clubhouse

WHY: Budget, Elections & Other Conerns

2010 Annual Meeting Packet

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QUORUM NEEDED FOR VOTING Owners representing at least 100 units must attend the meeting or mail a proxy appointment form for there to be an election and voting on issues. If you cannot attend, please complete the proxy appointment form in your Annual Meeting packet. You are an owner only if you are listed on the deed to the property. Only another owner may vote your proxy.

By the way, it costs $7.00 a piece to mail out the Annual Meeting packet. The mailing is required to be sent certified, return receipt, by the Bylaws . If you can't make the meeting, at least make the money we are required to spend count by sending in your proxy.

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OFFICERS' RESPONSIBILITIES Board positions are filled according to each individual’s skills or willingness to learn. All Directors should work together to shoulder responsibilities.

Briefly, the President’s job involves

preparing for the meetings
providing an organized agenda
running the meeting according to Robert’s Rules of Order
signing checks and documents
communicating with other Directors and the Manager as necessary
representing the Association

Each Director is provided with a copy of a condensed version of RRO. Many people seem to be intimidated by RRO. But the basic thing to remember is that

someone makes a motion
someone seconds it
the Directors discuss the pros and cons
then the directors vote

Seconding a motion just gets it on the table for discussion; it doesn't mean the person seconding it is for it. During discussion, the Directors may table the motion until a later meeting because more information is needed. (We currently have a parliamentarian, Brenda Watson, who knows RRO well, to guide us.) RRO provides guidance for conducting the business of the organization, not just how to run a meeting.

The Vice President takes over in the absence of the President and fills in where necessary.

The Treasurer

presents a brief monthly report of current finances
prepares the budget for the following year
establishes an auditing committee before the Annual Meeting

The budget is based on past quotes from contractors, the past year’s spending, and the priorities list. Much of this information can be gotten from Tina and the Building and Grounds Committee. (The Quicken program makes the job of tracking finances and preparing a budget much easier than it has been in the past.) No Annual Financial Report or proposed budget can be presented at an Annual Meeting without first being reviewed by an auditing committee.

The Secretary, among other duties, takes the minutes of each meeting. Again, many people find this daunting. Much depends on the president having a clear order of business and running the meeting in an orderly fashion. Really, all that need be recorded are

the motions
the seconding of the motions
how the voting went
sometimes a sentence or two of explanation

It is completely unnecessary, however, to record the entire discussion. The minutes become a legal document, which is why it’s important that motions and voting be correctly recorded. RRO provides a model for the format of the minutes, and past minutes are a fair guide as well.

The Member at Large, in addition to attending all meetings, carries out various duties the Board assigns him or her.

More details on these offices can be found in the document below. Just click on the icon. (Keep in mind that the Association Manager handles many of the responsibilities of the Treasurer and Secretary.)

Duties and Responsibilities of Board Members