Your condo’s board of directors meets regularly to discuss the condominium’s operations with your condo manager. Boards often meet once a month, but can also meet outside the regular schedule.
Condo managers often schedule a calendar year’s worth of board meetings in advance of the upcoming year. Board members can then schedule the meetings in their calendars and make arrangements for any scheduling conflicts.
Condominium boards usually meet in person. However, as of November 1, boards can hold meetings using teleconference or any other communication system that allows for transmission in digital or electronic form (or similar means), as long as it allows the directors to communicate concurrently.
Directors meet regularly to:
Each director gets one vote. An odd number of directors on a board helps to ensure that no votes end in stalemate.
A regular agenda helps board meetings stay on track. Agendas often include:
The only people entitled to attend a board meeting are the directors. However, the property manager is almost always invited to attend board meetings.
It’s a good idea to also have a minute-taker attend. Minutes must be recorded at all board meetings. Ideally, the minute-taker shouldn’t have a vested interest in the condominium’s affairs.
Speakers, like trades or project designers, might also be invited to provide reports.
As an owner, you don’t have the right to attend board meetings. You can attend only if the board invites you.
As an owner, you have the right to read minutes from every regular board meeting.
You don’t have the right to read minutes from in-camera portions of board meetings. The board holds certain discussions “in camera” to discuss matters that should not become public. These include ongoing litigation and human resources issues.
Condominium directors are expected to exercise a certain “standard of care” in exercising their duties. Specifically, they must:
A director should not:
Each director has one vote at a board meeting. However, directors should not vote if they have a conflict of interest. A conflict of interest exists where a director could personally benefit from a decision made by the board. For example, the board may be voting to hire a company that the spouse of a director works for.