Grenelefe : Meetings of the Board of Directors and Members

Section 1: Regular Board Meetings

• Schedule: Regular meetings of the Board of Directors shall occur on the first Monday of every other month, from 6:30 PM to 8:30 PM. If circumstances warrant, meetings may also be scheduled bi-weekly as determined by the Board.
• Notice Requirement: Directors must receive written notice at least 7 days in advance, delivered via email or other acceptable written means.
• Quorum: A majority of the Directors constitutes a quorum for conducting business during regular meetings. Decisions are made by a majority vote of those present.

Section 2: Annual Members Meeting

• Purpose: The Annual Members Meeting is held to review the association’s performance, approve the budget, elect Directors, and conduct other business requiring the attention of the membership.
• Schedule: The meeting shall occur during the first quarter of each calendar year, with the specific date, time, and location determined by the Board of Directors.
• Notice Requirement: Written notice must be provided to all members 30 days in advance, detailing the date, time, location, and agenda. Notices may be delivered by email or postal mail.
• Quorum: A quorum is established when at least 10% of the membership is present, either in person or by proxy.

Section 3: Special Board Meetings

• Purpose: Special Board Meetings may be called to address urgent matters requiring immediate attention.
• Call: Such meetings may be called by the President or any two Directors.
• Notice Requirement: Directors must receive at least 3 days’ notice, specifying the purpose of the meeting. Email is an acceptable form of notice if receipt is confirmed.
• Quorum: A majority of the Directors is required to constitute a quorum for special meetings.

Section 4: Special Members Meetings

• Purpose: Special Members Meetings may be convened to address issues that require the membership’s input or approval, such as amendments to governing documents or approval of special assessments.
• Call: A Special Members Meeting may be called by the President, the Board of Directors, or by written request of at least 10% of the membership.
• Notice Requirement: Written notice must be provided to all members 10 days in advance, specifying the date, time, location, and purpose of the meeting.
• Quorum: A quorum is established when at least 10% of the membership is present, either in person or by proxy.

Section 5: General Notice Provisions

• Delivery of Notices: Notices for all meetings may be delivered by email, postal mail, or other methods approved by the Board. Electronic notices must comply with state laws and association policies regarding communication.
• Documentation: All notices shall be documented, including the date, method of delivery, and recipient list, to ensure compliance with governance requirements.