Purpose: To provide owners with an open forum for discussion and feedback to the HOA Board of Directors during each meeting. This provision ensures that homeowners have the right to speak at board meetings during open session, but the board is allowed to set reasonable time limits for participation.

Requirement for Owner Submissions:

• Owners wishing to address complex matters during the Open Forum should submit their questions and feedback items in writing to the Board President no later than 10 calendar days prior to the scheduled meeting. However, owners may also sign up to speak on the day of the meeting via sign-up sheet provided at the meeting for general or emerging concerns.
• The Board President must acknowledge receipt and addition of items to the meeting agenda within 72 hours of submission.

Time Allotment for Open Forum:

• The Open Forum will be scheduled at the same part of each open meeting, ensuring consistency and predictability for owners.
• Each owner will be allotted a maximum of 3 minutes to address the Board during the Open Forum.
• Time spent by the Board responding to owner inquiries, providing clarification, or engaged in question and answer exchanges does not count against the owner’s allotted time.

Decorum and Process:

• The Open Forum shall be an official agenda item, and the proceedings shall be recorded along with the remainder of the meeting. Owners will be informed of recording practices prior to the meeting..
• All participants, including owners and Board members, should be respectful and concise in their comments. In cases of disruptive or inappropriate behavior, such as Speaking over the Board President or other speakers after being asked to stop, using threatening language, or repeatedly going off-topic after being asked to stay on point, the Board President reserves the right to call for a recess or terminate a speaker’s allotted time.
• The Board President will moderate the Open Forum, ensuring that all owners have an opportunity to speak and that the discussion remains focused and productive.
• Owner questions and comments will be included in each Board meeting packet.
• Board members may request that owners provide additional information to facilitate efficient discussion and to ensure that all relevant information is available to the Board and other attendees. Request communications will be handled by a designated management company representative.
• If an owner’s question or comment requires further research or discussion, the Board may commit to providing an additional response at the next scheduled meeting. Such items will be tracked in the meeting minutes with a specific follow-up timeline to ensure accountability

Additional Considerations and Restrictions:

• The Board should strive to maintain a positive and open dialogue with owners, and to address their concerns in a timely and responsive manner.
• The following topics are not allowed as part of any Open Forum session:
  • Personal attacks: Avoid making personal attacks on other residents, Board members, owners or staff.
  • Legal disputes: It is prohibited to discuss ongoing legal disputes with the HOA or another resident during the Open Forum. Such matters are best addressed through the appropriate legal channels.
  • Confidential information: Avoid discussing confidential information, such as the personal information of other residents or the financial details of the HOA.
  • Racial, ethnic, or religious discrimination: Any form of discrimination is unacceptable and should not be tolerated.

By implementing this House Rule, the HOA can foster a more inclusive and transparent governance process, while also ensuring that owners have a meaningful opportunity to participate in the decision-making process.