In accordance with our Bylaws, the Board may propose Bylaw amendments for Ownership to approve. There are three amendments that will appear on Owner ballots this year. Voting will open just after our Annual Meeting on August 30, 2020 and all Owners will receive voting instructions via email at that time.
Below are the amendments and reasoning for each.
1) Postal Mailing
Current Bylaw: 4.2 includes a requirement that we give written notice of the annual meeting to all Owners, and if they don't have a valid email address, we have to send them postal mail.
Proposed change: delete the second clause "with USPS mailing." Add language to include social media, email and newsletters.
Reasoning: We don't generally send any sort of notices by mail, and it's a significant expense. If we are sending notices by email and other channels, this isn't necessary.
New Language (delete red section):
"Written notice of the time, place, and purpose of a meeting of Owners shall be sent to each Owner either separately or in a Co-op publication as determined by the Board of Directors. The notice must be mailed or published not less than fifteen (15) nor more than forty-five (45) days before the date of the meeting. Electronic mailing to individual members will be the preferred method for these notices[, with USPS mailing being utilized for co-op members without a valid email address on record].
2) Date of Annual Meeting
Current Bylaw: 4.3 says we have to have an annual meeting within 60 days of the close of the fiscal year.
Proposed change: change 60 to 90 days.
Reasoning: This has caused minor scheduling headaches, especially given summer vacations. In addition, co-op consultants advised us to change it.
New Language:
"An annual meeting of Owners shall be held within ninety (90) days after the close of each fiscal year to receive reports on the operations and finances of the Co-op, to elect directors, and to conduct such other business as may properly come before the meeting."
3) Delete Limits on Teleconferencing
Current Bylaw 5.11 - Right now, there's a limit of 3 Board meetings that can be attended by teleconference, though it can be waived by the board president.
Proposed change: Delete the limit entirely.
Reasoning: Especially given Covid, we are in violation of this. In addition, given the enhanced Owner attendance at Board meetings, we may want to continue some Zoom-based meetings even after Covid.
New Language (delete red section):
"Participation at Meetings by Conference Telephone. Directors may participate in and act at any meeting of the Board of Directors through the use of an audio or video conference or other communications equipment by means of which all persons participating in the meeting can communicate with each other. Participation in such meeting shall constitute attendance and presence in person at the meeting of the person or persons so participating. Directors may not vote by absentee ballot or through a proxy. [Notwithstanding the foregoing, a Director may participate by conference in no more than three board meetings in any fiscal year, without the prior approval of the President.]
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