Highgrove HOA conducts BOD meetings electronically.  Annual Meetings are conducted in person, and may allow for electronic participation as determined by the BOD.

Electronic meetings will are conducted via website and conference call.  Phone numbers and internet links are posted to the Highgrove web site one week prior to each electronic meeting.

How can I participate?
There are two ways to participate in an electronic meeting.

1) Conference Call.  At the time of the meeting, dial the meeting telephone number and enter the meeting passcode.  You will then be joined to a conference call of all participants.  Please mute your telephone to reduce background noise during the conference call.  The meeting chairperson can also mute participant lines if they are creating background noise, or the meeting is otherwise interrupted.  Conference calls may be recorded, and your participation grants your consent to call recording.

2) Website.  At the time of the meeting, click the meeting "link" on the Highgrove website.  After entering your name and email address you will see the meeting in progress.  From the website participants can ask questions, observe documents being discussed, and see who is attending.

The best experience is achieved by participating with both the conference call and the website at the same time.

How was this change approved?
After consulting with the HOA Attorney, an amendment to the By-Laws was prepared that authorized the HOA to recognize electronic meeting notices, electronic voting, and electronic meeting participation.  The amendment authorizes the BOD to adopt reasonable rules and regulations governing such meetings.  These documents were approved at the 2010 Annual Meeting.  Copies of these documents are attached below.

Why did we start conducting electronic meetings?

In recent years, regular attendance has declined at scheduled meetings of the HOA.   In the Fall of 2009, the BOD solicited survey responses from the membership.  Results indicated that the majority both approved of and desired the ability to participate in meetings electronically.

Are some meetings still held in person?
Yes.  Annual meetings are still held in person.

Electronic Meeting Rules & Regulations

1. Electronic meetings are defined as meetings of multiple Members or Directors conducted without the need of personal appearance by means such as, but not limited to, audio/telephone conference, videoconference, or internet screensharing services.
2. Each official meeting of Members must be scheduled by the Board of Directors at least thirty (30) days in advance of the meeting.
3. A quorum of required Members or Directors must be established at the start of a meeting.
4. Minutes of decisions and actions are recorded by the Secretary or their designee.
5. Subject to the laws governing open meetings and closed sessions, the implementation and conduct of electronic meeting shall substantially comply with the following:
1. Individuals appearing in-person at a meeting, and those individuals appearing electronically at a meeting, shall be able to hear the discussion of the matter(s) to be voted upon.
2. Individuals who are not participating in a discussion, or who are not authorized to engage in a discussion or at a specific point in the discussion, shall refrain from interrupting discussions, shall avoid disturbance of discussion with background noise, and otherwise may be prevented from interrupting or disturbing discussions by means of a "listen-only" or "quiet" mode of electronic communication.