Board Members Explain Agenda Item
Sabastian Lampe, and Kent Sherwood, our two resident Board Members, met with residents this morning in the Lodge to help us understand a vague item numbered as V.C on the Wednesday Board Agenda.
The the confusing line item states: "Resolution 2011.005, UWC to contract with Architect Pat Greene for a Feasibility Study for Facilities Improvement".
Here is what I learned:
1) UWC stand for unanimous written Consent. Which means the item was already approved and they are simply ratifying the previous written vote (presumably by email).
2) It is in the amount of $2,000 to $2,500.
3) The purpose was to get in idea of POSSIBLE future alterations/improvement of the common areas - not just the office space.
4) The communication committee would hold meetings to seek imput from members before any decisions about remodling were made.
5) This contract was deemed appropriate for planning purposes for use the facilities improvement fund in the future.
There was discussion about improving the Agenda line item to be more specific to avoid confusion or rumors. For example if the line item had read, "Resolution 2011.005, Ratification of the unanimous written consent to contract with Architect Pat Greene for a Feasibility Study for future Facilities Improvement in the amount of $2,500" it would have been so much clearer and avoided confusion.
While the meeting was only attended by a few residents, it was a worthwhile exchange of information and ideas. We thank Mr. Lampe and Mr. Sherwood for their representation and responsiveness to the residents.
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How nice of Mr. Lampe. Due to a prior engagement I will be unable to attend, but look forward to questions that are asked and answers posted here on the web site. Understand if it is too time consuming, will wait for the BOD's Meeting for further questions and answers.
This is the first time I've seen this information. It should have been out on One Call or the Communications Committee could have gotten something out before it was held. --
I'm sure a lot more of us would have been there.
Mr. Lampe became aware of the concerns yesterday, after reading the comments to the piece in GlenbrookeNews about the Board Agenda Item.
He offered to meet with residents today (July 19/2011) at 11:00 to try and answer questions. Mr. Sherwood joined him. The meeting info was posted here yesterday afternoon but I realize that it was short notice.
We did discuss the procedure for residents to contact the Communication Committee to place things on the agenda, but we should have added how to get notice out for something like this as well. It would have gone a long way for rumor control!
The board should not use the "UWC" on spending money unless it is an emergency situation. Residents should have an opportunity to know what they are planning to spend "our" money on before it is a slam dunk deal without community input. Hopefully this is a lesson learned that we the community cares.
Board Action Without a Meeting
Unanimous Written Consent. As provided for in Corp. Code §7211(b), any action required or permitted to be taken by the board may be taken without a meeting, if all members of the board individually or collectively consent in writing to that action. The "written consent" must be filed with the board's minutes.
A unanimous written consent does not violate the Open Meeting Act since the action does not qualify as a "meeting" as defined by the Act, i.e., any congregation of a majority of the members of the board at the same time and place to hear, discuss, or deliberate upon any item of business scheduled to be heard by the board.
Consent Form
Action Without Meeting
UNANIMOUS WRITTEN CONSENT
of the Board of Directors
As provided for in Corp. Code §7211(b), the undersigned directors of the , unanimously consent to the following action of the Board of Directors in the absence of a meeting.
signatures of directors:
______________________________
, President
______________________________
, Vice President
______________________________
, Secretary
______________________________
, Treasurer
______________________________
, Member at Large
Dated:__________
What didn't COPY was "describe action to be taken" above signatures.