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Do most boards provide the annual meeting agenda in advance of the actual meeting (e.g. two weeks) or as participants arrive? Is there a requirement that it be provided it so far in advance?
What about board meetings, should they also be distributed in advance of any meeting?
Hi, our agenda is already set in our governing documents (by-laws). It is posted prior to the meeting but not sent with the proxy and notice.
The announcement usually tells you the business to transact, i.e., election of X number of board members and sometimes there may be an announcement regarding voting on a proposed amendment to by-laws and/or proprietary lease. The rest is just fill in, i.e., independent accountant reviewing the annual report, legal counsel reviewing the current issues or engineer going over a project. The board president or management may provide you with a summary of past, current and future activities followed by a brief Q&A before the formal vote.
In the event of monthly board meetings, the agenda will be prepared by management and it may be provided to the board members before or at the meeting.
The announcement usually tells you the business to transact, i.e., election of X number of board members and sometimes there may be an announcement regarding voting on a proposed amendment to by-laws and/or proprietary lease. The rest is just fill in, i.e., independent accountant reviewing the annual report, legal counsel reviewing the current issues or engineer going over a project. The board president or management may provide you with a summary of past, current and future activities followed by a brief Q&A before the formal vote.
In the event of monthly board meetings, the agenda will be prepared by management and it may be provided to the board members before or at the meeting.
In our case the bylaws specify what the agenda for the annual meeting must be and that agenda is included in the annual meeting notice sent to shareholders. Our bylaws do not specify an agenda for board meetings. The managing agent sends board members an advance list of items to be discussed. The board president allegedly prepares an agenda from that list. I say allegedly because the board members never get to see it, are denied the opportunity of amending it or voting to accept it. I believe this is a questionable practice as it gives the president an undue amount of control, especially considering the president's agenda never includes a time for "new business." In my opinion, agendas should be discussed by board members who are given the opportunity to amend and approve the agenda. I believe this is the recommended practice in Robert's Rules, but I don't think the New York State Business Corporation Laws address it.
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I send out a brief list of items to be discussed and ask owners to add any issues they feel are relevant. This way...they know what's on the table and also know that they are part of the discussion.
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