Village Grande at English Mill Homeowners Association  
                                                           
               PROCEDURE 111 - PRACTICES FOR CONDUCTING OPEN SESSION MEETINGS OF 
                                            THE BOARD OF TRUSTEES  
              EFFECTIVE DATE:     January 00, 2018 
               
              1.1 Subject - Adoption of a format to be used by the Board of Trustees in the conduct of Open 
              Session Meetings of the Board of Trustees (“HOA Meetings”). 
               
              1.2 Purpose - To facilitate the efficient and appropriate operation of HOA Meetings and Board 
              resolutions.  
               
              1.3 Authority - VGEM HOA Declaration of Covenants and Restrictions, Articles of Incorporation 
              of the Association, By-Laws, and Federal, State and local law. 
               
              1.4 Scope - The Board of Trustees (the “Board”) of the VGEM HOA is responsible for convening 
              an Open Session Meeting of the Board of Trustees to conduct the business of the community. 
               
              1.5 Responsible Party - Meeting Chairperson. 
               
              1.6 Definitions - Unless otherwise defined in this policy, initially capitalized or terms defined 
              herein shall have the same meaning. Use of the masculine gender shall be deemed to refer to 
              the feminine gender and use of the singular shall be deemed to refer to the plural, and vice 
              versa, whenever the context so requires. 
               
              1.7 Policy Statement - The Board supports the use of uniform practices in the conduct of VGEM  
              Open Session meetings. These practices will ensure that community residents are informed in a 
              proper and timely manner about the business operations of VGEM.  
               
              1.8 Policy -  Open Session Meetings of the Board of Trustees shall be called pursuant to the By-
              Laws of the Association.   
                     a.  All meetings will be conducted as deliberative assemblies in accordance with the 
                        parliamentary procedures defined in Robert’s Rules of Order Newly Revised. Board 
                        will have sole discretion to modify these procedures. 
                     b.  The Association President or his/her designee shall chair all HOA Meetings. 
          c.  Residents will be given an opportunity to speak or comment on agenda items during 
           the meeting after first being recognized by the Chair and stating their name and 
           address.   
          d.  Those addressing the Board shall be permitted to speak without interruption from 
           anyone provided that these rules are followed: 
           (1) Comments are to be offered in a civilized manner and without profanity, 
             personal attacks or shouting. 
           (2) Comments are to be relevant to the purpose of the meeting or issue at hand. 
           (3) Each person shall be given a maximum of three minutes to speak or to ask 
             questions. Such time limits may be increased or decreased by the president or 
             his/her designee but shall be uniform for all persons addressing the meeting. 
           (4) Each person may only speak once on any given agenda item. 
           (5) Yielding of time by a speaker to another individual is not permitted. 
           (6) Anyone disrupting the meeting, as determined by the president or his/her 
             designee, shall be asked to “come to order.” Anyone who does not come to 
             order shall be requested to immediately leave the meeting. 
        
       1.9 Deviations - The Board may deviate from the procedures set forth in this Policy if in its sole 
       desertion such deviation is reasonable under the circumstances. 
        
       1.10 Amendments - This policy may be amended from time to time by the Board.