Topic:        HOA Annual Membership Meeting

Time:         Tuesday February 04, 2025 06:00 PM Eastern Time

Join Virtual Meeting

https://meet.google.com/yzt-avxe-aup

Agenda: HOA Board Meeting

If joining via Phone App or https://meet.google.com/

Meeting ID:         yzt-avxe-aup

If joining via telephone

Dial-in number:        (260) 216-5537

Meeting PIN:         224 855 774#

(long distance rates may apply)

One tap Phone dial in from your mobile phone

+12602165537,,224855774#,

(long distance rates may apply)

Joining the Meeting:

1.  Click the above link to join. You may be prompted to download and install the App. If you have the Google Meet App on your smartphone or computer, you may open the Meeting there or you may join the meeting using the Web Browser which requires no installation by clicking on the “Join from your browser” link.
2. When/If prompted, enter the meeting information as detailed above
3. You will stay in a “Waiting Room” until admitted into the meeting. All Microphones will be muted. Please enable your video feed. You do not need to have Video or Microphone enabled to view the meeting.
4. You will be asked to identify yourself.

Online/Virtual Meeting Rules

1. Meeting Participation/Protocol

HOA board meetings, unlike membership meetings, are intended primarily for the board to transact regular, monthly HOA business. However, even during board meetings, homeowners will have the opportunity to speak on any topic after being recognized by the chair and prior to the board taking a vote. Homeowners can use the “Send chat” button to submit a message to the board during a meeting or the “raise hand” button to signal a request to address the board. Both are located at the bottom of the Google Meet screen. When necessary, the board may set a three minute limit for each homeowner given the floor to speak. Additionally, all board meetings close with an Open Forum Discussion/Q&A segment where homeowners have an opportunity to comment, voice concerns, and ask questions.

2. Submitting Written Input Prior To Meetings

Homeowners can address the board with comments and questions in writing in advance of a meeting via email or postal carried letter. See the HOA website for contact information.

3. Sound & Video Configuration During Meetings

For monthly board meetings, all attending homeowners are requested to mute their mics(*6) and disable their camera unless and until recognized to address the board. At membership meetings, homeowners may remain visible throughout, but mics are to be muted unless and until recognized by the chair to speak. Board members will be visible throughout all meetings unless circumstances make it infeasible.

4. Meeting Decorum

All participants are requested to remain within civil norms of behavior and language. Participants that repeatedly disrupt a meeting may be muted or asked to leave the meeting. Habitual offenders may be temporarily banned from future online meetings, as with in-person meetings. In any given meeting, the board may invoke a 3-strike rule, whereby disruptors are: issued a caution on the 1st occurrence, a warning on the 2nd, and asked to leave on the 3rd.

5. Proper Attire

All meeting participants are expected to appear in attire suitable for an in-person meeting, otherwise disable their camera throughout, even if/when recognized to speak.

6. Meeting Recording

Meetings are usually recorded by the board to assist in preparing meeting minutes. As a matter of practice, participants are notified at the start of the meeting when recording is enabled.