PMM_May22

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Jacksonville, FL

Permit No. 796

Because You Asked...

Featuring Betsy Barbieux

CAM, CFCAM, CMCA, PROFESSIONAL DEVELOPMENT COACH,

FLORIDA CAM SCHOOLS, LLC

Betsy,

Can we vote on approving our budget via

email with all members? Do we have to have

a special budget meeting at the end of the

year for all members to discuss and approve

it? Now that budgets must be done 14 days

before the 1st of the year, we can no longer

do the approval of the budget at our Annual

Meeting as we had done for years.

— Gene

Gene:

There is never voting via email either by the

shareholders or the board. Shareholders vote

with a Limited Proxy, no show of hands, roll

call, general consent, or voice vote. There must

be a quorum present either in person or by General/Limited

Proxy. The count/results of the

vote are recorded in the Minutes. Proxies are

kept as Official Records for seven years. For

Elections, shareholders vote for their directors

using a Ballot and 2-envelopes.

At board meetings, board members present

in person or by speaker telephone or videoconferencing

may participate and vote as if

there; assuming you have a quorum. The vote

of each board member present must be recorded

in the Minutes.

I doubt your shareholders are required to

vote on the budget. It is probably a poor habit

started years ago. Check your Bylaws. Budgets

have always had to be completed before the end

of the budget year. This is not new. The new statute

just outlines what happens if the board can’t

get it together to vote on a budget before the new

budget year which may not be a calendar year.

When is your fiscal year? Check your Bylaws.

— Betsy

• • • •

Betsy,

In your election information meeting you

mentioned about the separate meetings for

Member’s Annual Meeting and Election and

board organizational meeting. I believe you

said the minutes of the previous year’s Member’s

Annual Meeting should be approved

by the members at this meeting. This didn’t

happen at our meeting and the manager

told me I was wrong when I asked. Can you

direct me to the Statute? By the way I love

your YouTube videos; they are so informative.

— Anthony

Anthony:

Each group of people who meets whether it is

the membership or the board or a committee

should have its own set of minutes for that

meeting. The group whose minutes they are is

the group who approves them at the next meeting

which might be a month or two or three or a

year later. This is a procedure found in Roberts

Rules of Order not statutes.

You can find information on the Internet

about Roberts Rules of Order dealing with

agendas or minutes. The first order of business

after the quorum is established is to approve the

previous meeting minutes which are done by

the group who’s minutes they are. That means

the membership meeting minutes will likely

stay in draft form for one year before they are

approved at the next membership meeting.

There are several Roberts Rules of Order

procedures that conflict with statutes and we

must follow the statutes. I’ve a summary onepage

handout if you would like me to send it

to you. Just remember that RROO is overkill

for the meeting procedures we use at our

board meetings. And we must blend in the

statutory requirements.

Thank you for watching CAM Matters on

YouTube. Be sure to check out the Free Articles

on my website too!

— Betsy

• • • •

Hi Betsy,

1) A Special committee meets every other

week. The “post” states all the dates for

every other week for the next two months,

with the same agenda. Is this allowable

or should a “post “ be done for every

meeting? 2) Does the registered agent

have to be the CAM? Is this Florida State

law? If not, how can I explain why a board

member should be the registered agent? I

do not want to be the registered agent for

the association. 3) Is there any legal law

that we must continue using ZOOM for

the BOD meetings?

— Sandra

Hi Sandra:

1. Most committees don’t have a statutory requirement

to post notices. Those that deal with

making final decisions about the budget or

ARC should post statutory notices if they make

final decisions rather than recommendations

2. Most management companies act as

the Registered Agent but there is no “law”

requiring them to do so. Otherwise, the next

most popular choice is the association attorney.

The next choice could be the CAM,

but the address is the association office, not

your personal address. The reason you don’t

want a board member (home address) to be

the CAM is the office of the Registered Agent

is to be accessible to a process server/deputy

sheriff during regular business hours. That

should not be anyone’s home.

3. There was never a legal requirement to use

zoom for board meetings. The statute allows/

permits board members who are present at the

meeting via speaker telephone or real time electronic

videoconferencing to participate as if

there, count toward the quorum, and vote.

— Betsy

• • • •

HAVE A QUESTION FOR BETSY? SUBMIT YOUR QUESTIONS VIA EMAIL: BETSY@FLORIDACAMSCHOOLS.COM

Betsy Barbieux, CAM, CFCAM, CMCA, is an information leader in Florida community association living. She is an expert in the rights and obligations

of owners as well as the board of directors and association management. If you live in Florida, there is a good chance you are a part of a community

association. Since 1999, Betsy has educated thousands of managers, directors, and service providers. So whether you are an owner, board member,

or CAM, she provides training and coaching for all. Betsy is a member of CAI National, FCAP, former member of the Regulatory Council

for Community Association Managers, featured columnist in industry publications, and host of CAM Matters on YouTube:

www.youtube.com/c/cammatters. Florida CAM Schools, LLC, www.floridacamschools.com, 352-326-8365.

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IN THIS ISSUE

Access Systems .............................................................................................. 8

Accounting Services .................................................................................... 8

Air Conditioning ............................................................................................. 9

Asphalt ................................................................................................................ 10

Cleaning and Maintenance ........................................................................ 11

Commercial Glass Services ....................................................................... 12

Decorative 3D Coverings ........................................................................... 13

Electrical Contractor .................................................................................... 14

Epoxy Flooring ................................................................................................ 15

Fans ...................................................................................................................... 15

Fencing ............................................................................................................... 16

Flooring ............................................................................................................... 18

Game Room Equipment ............................................................................. 19

Impact Windows and Doors .................................................................... 20

Inspections ........................................................................................................ 22

Mulch Application .......................................................................................... 23

Painting ............................................................................................................... 24

Patio Furniture and Repairs ...................................................................... 25

Plumbing ............................................................................................................ 28

Pressure Cleaning .......................................................................................... 30

Restoration Services .................................................................................... 32

Roofing................................................................................................................ 34

Sidewalk Repairs ............................................................................................ 37

Index ..................................................................................................................... 38

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24,000 Magazines Mailed Monthly to Property Managers, HOAs, Condo Associations & Co-Ops - TO ADVERTISE CALL (877) 717-6780

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INDEX

Access Control Systems

Smart Entry Systems, Page 8

Accounting Services

Michael B. Moskowitz, CPA, Page 8

ADA Ramps

Amaran Group LLC, Page 10

Big T Trip Hazard Repair, Page 37

Air Conditioning Sales,

Repairs & Maintenance

Comfort Zone Mechanical, Page 9, 29

Arcade Machines

Billiards Florida, Page 19

Asphalt Overlays & Repairs


Omega Maintenance, Page 30

Asphalt Striping & Seal Coatings


Backflow Services


Balconies

All Fencing and Repair, Page 16

CBR Fabricators, Page 17

Biohazard & Trauma Cleanup

All Dry USA, Page 32, 33

Bookkeeping Services


Breaker Panel Replacements

Hypower Inc, Page 14

Building Inspection Electrical Repairs


Building Inspections


Car Stop Installations & Removals


Carports


CCTV Camera & DVR Systems


Ceiling Fans

Dan’s Fan City, Page 15

Code Violation Corrections



Coin Operated Game Machines


Columns


Commercial Building Inspections

Tri County Engineering & Inspections, Inc, Page 22

Commercial Cleaning

ACL Cleaning Systems, Page 11

Concrete Cleaning


Concrete Curbing


Concrete Floor Grinding & Polishing

Americas Blasting & Coatings, Page 15

Concrete Garbage &

Dumpster Enclosures


Concrete Grinding & Leveling


Concrete Resurfacing & Repairs



Cost Replacement Assessments


Covid-19 Cleaning & Disinfection

Paradise Grime Busters, Page 30

Decorative Ceiling & Wall Tiles

Decorative Ceiling Tiles, Page 13

Door Replacement

Alco Windows and Doors, Page 21

GM Door, Window & Screen, Page 20

NextGuard Impact Windows & Doors, Page 22

Door Skins


Drain Pumping


Plumbing Experts, Page 28

Dumpster Gates


Duct Work & Replacement


Electrical Contractor


Electrostatic Disinfection & Sanitizing


Emergency Lighting


Emergency Stairways


Energy Audits


Epoxy Flooring


EV Charging Stations & Repairs


Fans

Dan’s Fan City, Page 15

Faucets



Faux Finishes

Advanced Painting Systems Inc, Page 24

Faux Beams, Columns, Planks

& Trusses


Fencing



Fertilization


Fiber Optics


Fire & Smoke Damage Restoration


Floor Coatings


Premier Coatings, Page 3, 18

Flooring



Flooring Removal


Game Room Equipment


Garage Floor Coatings



Gate Opening Systems


Gates



General Contractor


Generators


Glass Replacement

Ameriglass Contractors, Page 12

Glass Partitions


Graffiti Removal



Grease Traps


Guard Rails


Gutter Cleaning & Maintenance


BKB Cleaning Company, Page 31


Gutter Installation & Repairs


Heating


Holiday Lighting


Hurricane Preparedness


Hurricane Storm Panels & Shutters


Impact Windows & Doors




Indoor Air Quality Remediation


Inspections


Insulation


Intercom Entry Systems


Irrigation Installation & Repairs


Janitorial & Porter Services


Junk Removal


Knockdown


Landscape Lighting


Landscaping Design & Installation


Landscaping Services


Lawn Service & Maintenance


LED Lighting


Lighting


Mold Remediation


Mulch Application

Southeast Spreading Company, Page 23

Murals


Outdoor Furniture

Dr. Strap, Page 26, 27

Sun & Beach Patio Furniture, Page 25

Outdoor Furniture Upholstery



Outdoor Janitorial Services


Painting



Parking Lot Floor Coatings


Parking Lot Lighting


Parking Lot Repairs


Parking Lot Striping


Partitions


Patio Furniture



Patio Furniture Repairs & Restoration



Patio Remodeling


Paver Sealing


Paving


Pinball Machines


Pipe Replacement



Plumbing



Pool Tables


Popcorn Removal


Pressure Cleaning






Property Condition Assessments


Property Maintenance


Railings



Rebars


Remodeling


Replacement Cost Appraisals


Restoration Services



Roof Coatings

360 Roofing Services Inc, Page 36

Cool Roof Foam and Coatings, Page 35

WeatherTight Systems, Page 4, 5, 36

Roof Inspections


Roof Maintenance


Roof Painting


Roof Pressure Cleaning




Roof Repairs & Replacement


ACP Home Armour, Front Cover, Page 34


Cool Roof Foam and Coatings, Page 35

WeatherTight Systems, Page 4, 5, 36

Rust Stain Removal


Sanitization Services


Screen Enclosures


Security Cameras & Lighting


Sewer Line Replacement


Shower Wall Panels


Sidewalk Repairs



Sidewalk Slab Replacement



Sliding Glass Door Handle, Lock &

Hardware Replacement


Sliding Glass Door Replacement



Sliding Glass Door Service, Repairs

& Maintenance


Soft Wash Building Washing



Soil Delivery & Installation

Southeast Spreading Company, Page 23

Speed Bump Installations


Stair Railings


Storefronts



Storm Damage Repairs


Structural Repairs



Structural Steel


Stucco Repairs


Surge Protection


Tax Services


Tenant Turnover Cleaning


Toilets



Trash Pickup Services


Tunneling for Plumbing Repairs


Underground Plumbing


Walkway Repairs



Wall Textures



Water Conservation


Water Damage Restoration


Water Heaters



Water Leak Detection




Waterproofing


Welding Services


Wind Mitigation Inspections


Window Board-Up Services


Window Cleaning



Window Repairs


Window Replacement






24,000 Magazines Mailed Monthly to Property Managers, HOAs, Condo Associations & Co-Ops - TO ADVERTISE CALL (877) 717-6780

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