Draft: Mesquite Communications Reform Resolution

The following resolution is offered to improve the communications between the Board of Directors, HOA Management, and Owners at Mesquite Country Club. 

The goal of this Resolution is to make our communications at Mesquite the best in the Valley.

1. The completed first draft of the Minutes of each Board and Committee Meeting shall be posted in each phase at Mesquite Country Club and on the official Mesquite Web Site within 2 business days of the meetings completion. (For example, if the meeting is over on 12 PM on Saturday the postings will be done no later than 12 PM on Tuesday).

The postings shall be the responsibility of the HOA Manager. It is the responsibility of the Secretary of the Board of Directors to provide the minutes to the manager within that time frame. If the Secretary has not done so, the manager shall post a notice stating that the Secretary has not submitted the minutes on time. But notice must be posted on schedule.

2. The HOA manager shall post at each phase of Mesquite Country Club and on the official web site a detailed Agenda Summary for each Board Meeting no later than 12PM of the preceding Wednesday before a Board Meeting. In addition to announcing the date, time and location of the meeting, the Agenda Summary shall detail the subjects to be discussed. Therefore, resolutions and other items of business should be received by the HOA manager on or before the proceeding Monday to be included for discussion at that Board Meeting.

3. Quarterly Financial Report Summaries shall be posted in each phase of Mesquite Country Club and on the official web site at the same time that the Agenda Summary is posted before Board Meetings in January, April, September, and December. These financial summaries shall list the amount of money currently in all Mesquite Country Club Accounts as of the preceding Friday before the notice is posted, and provide a description of what those accounts are used for, and the name and location of the Bank. The Summary need not be audited, just verified by the HOA manager and Board Treasurer. Summaries shall also be posted in the corresponding editions of the “Mesquito” newsletter.

4. The HOA office shall create and maintain a list of owners who wish to get email copies sent to them of the Minutes of the Board of Directors Meetings as well as the Agenda Summaries before each Board Meeting. These emails shall be sent in bulk at the same time the documents are to be posted on location at Mesquite and on the Mesquite Web Site. This is an inexpensive reminder to owners of Board Meetings, with a goal of hopefully increasing attendance and participation. It is also a service to our out of town and seasonal owners who may not be able to attend meetings.

5. Minutes of Board and other meetings at Mesquite shall be made more informative and descriptive. They shall clearly indicate the subjects discussed who proposed and seconded motions, how each Board member voted, and include more detailed summaries of discussions on issues among Board members. The minutes should accurately convey in clear detail the story of what happened at the meeting both for the record and for those who could not attend.

6. We shall make permanent the Owners Forum both before and after each Board Meeting. These should last @ 30 minutes after the Meeting if discussion warrants, and is meant to provide a forum for ideas and clarification on issues without owners having to wait a month or longer before the next Board Meeting. Owners should have their comments focused, and Board Members should allow all sides to be heard.

7. We shall create a legislative grid in each issue of the "Mosquito" newsletter, which show resolutions that were voted on in prior Board Meetings. This grid will indicate who initiated the resolution, seconded it, and how each Board Member voted on it. This will be a simple and concise box score of issues at Mesquite presented for owners in an easy to follow format like you frequently see regarding state and local legislation.

8. All Board Members shall, unless they request to the contrary, post either their phone number, email address, or fax number on the Home page of the official web page and the cover page of the Mosquito so that members may contact them directly. If a Board member chooses to supply his phone number, owners are asked to use common sense and courtesy and call during normal times of the day or early evening. Board members are expected to reply to an owner’s inquiry in a timely manor.

9. We shall compile a Directory of Owners at Mesquite to be published at least once every 2 years, with the first directory to be distributed no later than January 15, 2006. This directory may be supported by advertising, and shall list each owner by name, location at Mesquite, and home or other address. Additional information such as phone, fax, and email may also be listed if an owner so chooses. This directory is for Mesquite owners only. Although owners may elect not to participate, it is designed to offer owners a way to keep in touch with their neighbors and friends all year long by having their addresses and phone number in one central directory. It is also designed to help make us a little closer as a community as it has in other complexes in the Valley.

10. The Annual Report and financial documents that may accompany it shall be postmarked and sent to owners no later than 30 days prior to the Annual Meeting. The Board shall make the financial information more reader friendly, as many mutual funds have done, and summarize in a cover page prepared by the Treasurer the goals for the upcoming year. The report shall also summarize the past year regarding money collected, money spent, and projects completed or underway at Mesquite.
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