Meeting Information

The Charleston Village HOA By-Laws (Article III and Article IV; also shown below) describe the frequency and style of meetings to be held.  It is important to note that:

1) There is only one annual Member Meeting required each year per the By-Laws, and this has historically taken place in the fall (November for the past several years).

2) The Board of Directors is required to meet quarterly. Members may be invited to attend such meetings, but there is no announcement of these meetings required. 

3) Other special meetings can be called by the Board or in other instances as described by the By-Laws.

4) For the past several years, Boards of Directors have held approximately 8 meetings open to membership each year in addition to the Annual Membership meeting.  This was a decision of each Board; such open meetings are not required by By-Laws (except for the annual one).

The Board of Directors is open to regular communication with all of its members. We recognize that some might not be able to attend member meetings when called. Communication  to the Board (on which our R.S. Fincher rep is also copied) should be sent to cvbod@charlestonvillage.org

The following procedure was passed in Executive Committee on April 17, 2023. Each successive Board can amend it as they see fit. All members requesting to speak at a Board meeting should kindly adhere to the expectations outlined below:

• The first 30 minutes of open meetings can be used for comments about specific topics of the homeowner's choosing.

• To be granted the opportunity to speak, the homeowner needs to sign-in upon arrival to the meeting and list their address, as well as the total number of topics they would like to address.

• The Board's secretary (or another member if the secretary is not present) will call on those who signed and who wish to speak.

• Each person will be given up to five minutes to speak on any single topic, but the time depend on the number of homeowners in attendance (if 8 people attend who wish to speak, each person will have 3 minutes to speak, not five).

• A homeowner will only address one topic at a time during their turn to speak. Homeowners will take turns (as called upon) in addressing the topics.

• When all topics have been addressed, or 30 minutes has passed, the Board will close the public forum portion of the meeting to move on to Board business

• Homeowner name(s) will be recorded in the meeting minutes, along with a summary of the topic they wish to address. If a homeowner wants an issue to remain private, they are invited to submit their concern via email to the Board (cvbod@charlestonvillage.org)

PLEASE NOTE: The meeting is not a forum for conversation about a topic that a homeowner might raise. Other homeowners can voice their agreement or disagreement during their turn, but all should respect the time allotted to an individual.

Homeowners should not expect an immediate response to questions posed or problems raised. If the answer is simple and is based on existing guidelines or By-laws, then the Board will try to answer the question. However, if the homeowner is seeking resolution to an issue or problem, the Board will listen to the concern and its members will discuss the issue separately amongst themselves at a later time. Generally, a response will be communicated to a homeowner by the R.S. Fincher representative.

See full By-Laws

Section 1. Annual Meeting. The first annual meeting of the Members shall be held within one year from the date of incorporation of the Association for the purpose of transacting any business authorized to be transacted by the Members. Each subsequent regular meeting of the members shall be held in the same month of each year thereafter unless a different date is fixed by the Board of Directors.

Section 2. Special Meetings Special meetings of the Members may be called at any time by the president or by the Board of Directors, or upon written request of the Members who are entitled to vote one-fourth (1/4) of all of the votes of the Class A membership.

Section 3. Notice of Meetings. Written notice of each meeting of the Members shall be given by, or at the direction of, the Secretary or person authorized to call the meeting, by mailing a copy of such notice, postage prepaid, not less than seven (7) days nor more than sixty (60) days, unless otherwise stated in the Declaration or Articles of Incorporation, before such meeting to each Member entitled to vote thereat, addressed to the Member's address last appearing on the books of the Association, or supplied by such Member to the Association for the purpose of notice. Such notice shall specify the place, day and hour of the meeting, and, in the case of a special meeting, the purpose of the meeting. Proof of such mailings may, if requested, be given by the affidavit of the person giving the notice. Notice of meeting may be waived before or after meetings by vote of the Members of the Association.

Section 4. Quorum. The presence at the meeting of Members entitled to cast, or of proxies entitled to case, one-tenth (1/10) of the votes of each class of members shall constitute a quorum for any action except as otherwise provided in the Articles of Incorporation, the Declaration, or these Bylaws. If, however, such quorum shall not be present or represented at any meeting, the Members entitled to vote thereat shall have power to adjourn the meeting from time to time, without notice other than announcement at the meeting, until a quorum as aforesaid shall be present or be represented. The joinder of a Member in the action of a meeting by signing and concurring in the minutes thereof shall constitute the presence of such Member for the purpose of determining a quorum. The vote of the Owners of a Lot owned by more than one person or by a corporation or other entity shall be cast by the person named in a certificate signed by all of the Owners of the Lot and filed with the secretary of the Association. Such certificate is not on file, the vote of such Owners shall not be considered in determining the requirement for a quorum nor for any other purpose.

Section 5. Voting. At all meetings of Members, each Member may vote in person or by proxy. All proxies shall be in writing and filed with the secretary. Every proxy shall be revocable and shall automatically cease upon conveyance by the Member of his lot.

Section 6. Order. The order of business at annual Members' meetings, and, as far as practical at all other Members' meetings, shall be:

1. Calling of the roll and certifying of proxies

2. Proof of notice of meeting or waiver of notice

3. Reading and disposal of any unapproved minutes

4. Unfinished business

5. New business

6. Adjournment

Section 7. Informal Action by Members. Any action which may be taken at a meeting of the Members may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the persons who would be entitled to vote upon such action at a meeting and filed with the Secretary of the Association to be kept in the minute book of the Association.

Section 8. Loss of Right to Vote. The vote of any member who is shown on the books or records of the Association to be more than sixty (60) days delinquent in any payment due the Association shall not be an eligible vote and shall not be counted for purposes of deciding any question so long as such delinquency is not cured, nor shall such member be eligible to be elected to the Board of Directors.

See full By-Laws

Section 1. Regular Meetings. Regular meetings of the Board of Directors shall be held quarterly without notice, at such place and hour as may be fixed from time to time of the Board. Should said meeting fall upon a legal holiday, then that meeting shall be held at the same time on the next day which is not a legal holiday.

Section 2. Special Meetings. Special meetings of the Board of Directors shall be held when called by the president of the Association, or by any director, after not less than three (3) days notice to each other director.

Section 3. Quorum. A majority of the number of directors shall constitute a quorum for the transaction of business. Every act or decision done or made by a majority of the directors present at a duly held meeting at which a quorum is present shall be regarded as the act of the Board.

Section 4. Informal Action by Directors. The directors shall have the right to take any action in the absence of a meeting which they could take at a meeting by obtaining the written approval of all the directors. Any action so approved shall have the same effect as though taken at a meeting of the directors.

Section 5. Participation in Meetings by Conference Telephone. Members of the Board of Directors, or any Committee thereof, may participate in a meeting of the Board or Committee by means of a conference telephone or similar communications device where all persons participating in the meeting have auditory and oral access, such participation to constitute presence at the meeting.