Directors are elected at the regular meeting of the members of the association to be held of the first Wednesday in November each year at the principal office of the association or at such other place as the board may direct by written notice given to the members.
Board members are community volunteers here to help neighbors with various issues. They hold regular board meetings on the fourth Tuesday of every month to which all members of the association are invited.
President Sandra Carlo-Hernandez Expires 2020
Vice-President Brenda Sullivan Expires 2017
Secretary Sonia Lopez Expires 2020
Treasurer Alfredo Zavala Expires 2017
Director Michael Battise Expires 2017
Recommended Meeting Procedures
To ensure that the meetings for the Brenwood Park Association Board of Directors are organized, timely, and conducted in such a manner that all members are given the fair opportunity to present their ideas, comments, and questions in a professional and productive environment, the following procedures shall be adhered to.
If you plan on presenting an idea to be considered for adoption by the board, help prepare your fellow board members in advance. Write a report with your suggestion, research and findings and submit it to the management company by the one week prior to the meeting. The item will be placed on the agenda, and a copy of the report will be included in the board packages. All motions that are made on items that have not previously been researched and accompanied by the required report may be tabled for a meeting to be held at a later date when the materials have been presented. This procedure applies to suggestions for new services, changes in existing services, approving bids, increases in personnel pay, approved painting colors, changes in procedures, and other items that would be adopted by a motion, second, and subsequent vote by the board members.
Read your meeting material in advance. Do your homework and know the topics to be discussed. Have valid information ready to present to support your ideas. If you have questions about the material, or what your responsibilities are in contributing to the meeting, contact your board president or property manager for clarification. When the proper materials have been presented to the board members in advance of the meeting, it is then the board members’ responsibility to be prepared to make an informed decision at the meeting.
If you chair a committee, and have relevant information to report at the meeting, contact the management company by the Wednesday prior to the board meeting so your committee can be included on the agenda. It is not necessary for every committee to report if there has been no significant activity. Committee reports do not have to be submitted in writing if no action is necessary by the board. If you have not included your committee on the agenda, and a subject needing discussion arises, you may request the floor during ‘new business’. Discussion will be granted by the presiding officer based on available time.
Parliamentary Procedure will be utilized at all meetings. The agenda will be set and distributed to the board members prior to the meeting. The agenda will be followed without exception. The agenda will be formatted as follows:
I Establish a Quorum
II. Call to Order (by presiding officer)
A. Homeowner Forum
III. Approval of meeting minutes (presented by secretary)
IV Officers and Committee Reports
A. Treasurer?s Report (always included)
B. (Officers and committee reports will be listed as requested by the officers and committee chairpersons. This is not the time to present motions. This is for reporting only. If not requested, the report will not be included on the agenda)
V Management Report
VI Special Orders (motions to be made by board members as indicated by written reports attached to board package will be listed here)
VII Old Business (any business tabled from a previous meeting that has been scheduled for discussion at the meeting – this is not the time to present old ideas that have been discussed and decided on)
VIII New Business (topics determined necessary for discussion, such as homeowner requests presented in the homeowner forum – again, not a place to randomly discuss things that come to mind. If a board vote is necessary, the topic may be tabled for another meeting when the relevant materials have been provided to the board)
IX Executive Session
A. Collection Report
B. Other items as necessary
X Adjournment (made by a motion from the floor, or called by the presiding officer)
Motions will be used to present new ideas. A motion is properly executed when:
1. You address the presiding officer to obtain the floor.
2. The presiding officer recognizes you and gives you the floor.
3. You present your motion by saying ‘I make a motion…’ or ‘I move…’.
4. The motion is seconded by another board member voluntarily. If a second to the motion is not readily presented, the presiding officer will call for a second to the motion.
5. If a second to the motion is not received, the motion dies.
6. If a second to the motion is received, the presiding officer will repeat the motion by stating ‘There is a motion to (insert motion) that has been seconded. The motion is now open for discussion.’ The presiding officer then recognizes the board member who originally presented the motion, so the member can present information to support the motion.
7. The presiding officer calls on each board member to comment or ask questions about the motion. Comments and questions should be directed to the presiding officer who may or may not allow the board member who made the motion to comment at that time.
8. The presiding officer calls on the board member who made the motion to address the board?s concerns or questions and to present his or her concluding statements.
9. The presiding officer verifies that all comments and questions have been presented and asks if there are any proposed amendments to the motion.
10. The presiding officer calls for a vote on the motion and any subsequent amended motions. The vote will be taken in a manner determined by the presiding officer at the time the vote is called for.
Voting on a motion can take place by voice, by roll call, show of hands, or by ballot. Voting by voice, the chair asks those in favor to say ‘aye’ and those opposed to say ‘no’. In roll call voting, each member’s name is called and that member indicates his or her vote by stating ‘yes’, ‘no’ or ‘present’. Stating ‘present’ indicates the choice not to vote, or to abstain from the voting. Show of hands can be used in conjunction with a voice vote, or to replace it. Voting by ballot is done in secrecy when members write their vote on a slip of paper and give them to the presiding officer.
In accordance with Parliamentary Procedure, if a motion is not seconded, the issue will not be opened for discussion. Not having a second to a motion indicates that there is not enough interest in the topic to pursue the matter. It prevents spending time on a question or topic that interests only one person. It is important to prepare the board members, in advance of the meeting, of any motions that you plan to make. This gives them the opportunity to consider your ideas, perform any necessary research, or form any questions that they may have. It also reduces the possibility that the motion will not be seconded because the board members do not understand the intent or purpose of your motion.
When a motion passes, the majority has spoken. If you were opposed to the motion that passed, the subject may not be revisited at a later time unless a motion is made by a member who voted in favor of the motion. Do not reopen issues that have been decided on, unless you have new and pertinent information that might persuade the board to understand or support your position. Following parliamentary procedure, you may report your new information to the board, but you cannot make a motion to reopen discussion. The same principle applies to motions that do not pass. The subject may be revisited at a later time through a motion made by a member who voted against the original motion.
The meetings will be open to the homeowners in Brenwood Park. Although the meetings are open, they are not homeowner meetings; they are board meetings in which pertinent association business must be conducted by the board members.
A homeowner forum will be held directly after the meeting is called to order. The presiding chairman will address the homeowners and advise them of the structure of the meeting. Each homeowner will be allowed three minutes to deliver his or her questions, comments, or suggestions to the board. If a board decision is necessary, it will be discussed by a motion made under new business, and the homeowner will be advised that board discussion is necessary. The presiding officer will recognize each homeowner so that discussion takes place in an orderly fashion. The homeowner forum should be no longer than 15 to 30 minutes long. Upon the conclusion of the homeowner forum, the presiding officer will advise the homeowners that the homeowner portion of the meeting has been concluded, and the homeowners are welcome to stay and quietly observe the meeting.
Board members should not engage in conversations with the homeowners unless it is necessary to clarify their comments or questions. The presiding officer carries the responsibility of responding to the homeowners. Board members should not use this time to present an idea or supporting information to the board. Homeowners’ concerns will be addressed under ‘new business’ and the results will be included in the minutes which are available for homeowners to review. A letter will be sent to the homeowner advising of the results as well.
If a homeowner interrupts portions of the meeting, do not respond. The presiding officer will address the homeowner and ask for quiet observation. The presiding officer will use his or her judgment and authority to dismiss a disruptive homeowner.
The Presiding Officer
The presiding officer is the board president, vice president in his or her absence, and the board secretary in the absence of both the president and vice president. The presiding officer has the authority and responsibility to control the meeting. This includes closing a discussion that becomes redundant, hostile, or otherwise non-productive; adjourning the meeting at any time he or she feels it is necessary; giving the floor to speakers; determining what will be allowed under new business, and what must be tabled for another meeting; and executing other measures as necessary to retain control of the meeting. The presiding officer is fulfilling his or her responsibilities in executing the above measures, and should be respected at all times.
If the board members work together to adhere to these procedures, the meetings will become more productive, each member will have adequate time to present his or her ideas clearly and concisely without interruption, and the homeowners in attendance will gain respect for the professional manner in which the meetings are conducted. This creates a sense of respect for the board and its commitment to the community. It also allows you, as a board member, to lead by example, and will encourage the homeowners attending the meetings to extend the same courtesy to the board members that each of you extends to each other.