Meetings, Elections, and Voting Flashcards

An annual members' meeting for a 150-unit condominium association requires a quorum of 51% of the voting interests to conduct business. On the day of the meeting, only 65 members are present in person. However, the association has received 15 valid proxies. Has the quorum been met?

Answer: Yes, because the total of members present and proxies exceeds the required quorum.

Quorum is the minimum number of owners required to be present, either in person or by proxy, to conduct business at a meeting. In this scenario, the required quorum is 51% of 150 units, which is 77 voting interests (150 * 0.51). The total number of voting interests represented is 65 (in person) + 15 (by proxy) = 80. Since 80 is greater than the required 77, the quorum has been met.

Which of the following is the primary purpose of a special meeting of the members?

Answer: To address specific, urgent issues that arise between scheduled annual meetings.

Special meetings are called to handle specific issues that require a vote of the membership and cannot wait until the next annual meeting. Examples include voting on a special assessment, considering the removal of a director, or amending the governing documents. Annual meetings are for regular business like elections and annual reports.

A community association's bylaws state that notice for the annual meeting must be sent to all homeowners no less than 10 days and no more than 30 days before the meeting. If the annual meeting is scheduled for October 28th, what is the LATEST date the notice can be mailed to be in compliance?

Answer: October 18th

To comply with the requirement of providing notice at least 10 days before the meeting, the notice must be sent out no later than October 18th. Counting back 10 days from October 28th brings you to October 18th. Sending it on any later date would provide less than the required 10-day notice period.

During a board election, a homeowner who cannot attend the annual meeting gives a signed document to a neighbor authorizing them to vote on their behalf. This document, which does not specify how the vote should be cast, is known as a:

Answer: General Proxy

A proxy is a legal document that allows a member to authorize another person to vote on their behalf. A 'general' or 'non-directed' proxy gives the proxy holder the discretion to vote as they see fit on matters that come before the meeting. A 'directed' proxy, by contrast, instructs the proxy holder on how to vote on specific issues.

All of the following topics are appropriate for discussion in an executive session of the board EXCEPT:

Answer: Adoption of the annual budget.

Executive sessions are closed meetings of the board intended for discussing confidential matters such as legal issues, personnel problems, and contract negotiations. The adoption of the annual budget is a significant financial decision that affects all members and must be conducted in an open board meeting to ensure transparency.

According to Robert's Rules of Order, what is the correct sequence of events after a motion is made?

Answer: Second, Chair states the question, Debate, Vote

The proper parliamentary procedure according to Robert's Rules of Order is: 1) A member makes a motion. 2) Another member seconds the motion. 3) The chair states the question on the motion, placing it before the assembly for consideration. 4) Members debate the motion. 5) The chair puts the question to a vote. 6) The chair announces the results of the vote.