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| LIFE IN SOLERA | APRIL 2022 | 3 FROM THE BOARD By Pat King Solera's fiscal year ends on May 31, and as it approaches, there are several items that will require the Board's attention. To begin with, our Finance Committee has developed our 2022-2023 budget, which it will be presenting on April 6. Just as each one of us have experienced an increase in the cost of our everyday living, our Association has experienced a rise in the cost of the expenses of our vendors, repairs, landscape, security, utilities, etc. In years past, only a handful of residents have attended the presentation of the new budget to the community. To ensure that you understand the costs associated with running the Association, I strongly urge everyone to put April 6 on their calendar and attend this very important meeting. Next, our Standing and Advisory Committees will be involved in a review to ensure that their Charters are being followed, and to determine if there is need for additional members and/or to have the Chair position filled, if vacant. The Advisory Committees include the Communication & Technology, Common Area Landscaping, New Resident Welcoming Committee, Recreation Advisory Committee, and Clubhouse Decorating Committee. The Standing Committees include Finance Committee, Nominating Committee, and our Design Review Committee. There is a Volunteer Interest Form available in the office and online; should any interested resident submit a form, it will be kept on file as vacancies arise. We have one more Open Session Board Meeting on April 20 and will hold our Annual Membership Meeting to elect two Board members on May 18. Our regular Open Session Board Meetings are held the third Wednesday of the month. Traditionally, we have had great attendance at our meetings and strongly encourage members to attend. The Open Session Board meeting is a meeting of the Board of Directors and residents are present to watch the meeting. California has specific guidelines on how these meetings are to be conducted. The Open Session Board meetings can be a challenge to new residents. I moved into Solera in 2005 and had never lived in an HOA. The first time I attended an Open Session Board meeting, I was totally confused (and a little mad) because I could not ask questions as the Board was discussing items. I soon learned how the process worked: the Board of Directors follow the Open Meeting Act. Below is a short explanation of the Open Meeting Act. The Open meeting Act is found within the Davis-Stirling Common Interest Development Act which went into effect in California in 1985. The aim of the Open Meeting Act is to make the governance of associations more open and accessible to members. Below are seven items that briefly explain how our meetings are to be held. 1. Civil Code 4930 bars Boards from discussing nonemergency subjects unless they are announced and on a posted/ published agenda at least four days before the meeting. Please note, Solera Board meeting agendas are officially posted on the back wall in the Mail Room. They are also posted on the bulletin board as you enter the Clubhouse, in the office, and on the Solera website. 2. Any time a quorum of the Board meets together and are discussing any Association topic, this is considered a Board Meeting and it triggers the Open Meeting Act (ie. three Board Members cannot meet for lunch and talk about an Association concern). 3. There can be no email deliberations. It is acceptable to relay information by email but discussing that information needs to wait until a Board meeting. 4. A Closed Session (Executive Session) is for a narrow category of items that would damage the Association if they were openly discussed. The list of items that can be discussed in a closed session can be found in Civil Code 4935. 5. A common source of disorderly Board Meetings is member interjections. The Open Meeting Act prevents Board Members from interrupting during Open Forum. This also goes for members interrupting Board Members during the meeting. 6. Members can discuss anything in Open forum and the Board will not interrupt. A Director can briefly answer a statement or question, then refer the matter to management or a committee. 7. Draft minutes of the Open Session Board Meeting must be made available to members no later than 30 days after a meeting. As we close out this fiscal year and begin a new one, this would be a good time to commit to attending our monthly Board meetings and get involved with one of our clubs or Committees!

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