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Learn About Board Meetings

About our Board of Directors

Your LPOA/LHC Board is comprised of nine (9) directors, who are elected by Lakewood Membership.

After directors are elected each year by membership, then new officers are elected internally by the board:

    • President, Vice President, Secretary and Treasurer
    • These officers make up the Executive Committee
    • Meetings are facilitated by the President or other Officer
    • Elections are held each year in April

Board Meeting Documents

Agendas for each meeting will be posted below, on the Monday prior to each monthly meeting.

Our Board of Directors Serves Two Organizations:

Directors are elected to serve on two boards: the Lakewood Property Owners Association (LPOA), and the Lakewood Holding Company (LHC), which controls the Lakewood Oaks Country Club. The board is responsible for and legally required to make fiduciary decisions in the best interest of both organizations equally.

Lakewood Board Meetings

How and When Meetings are Held

LPOA board meetings are scheduled for the second Thursday of every month, 6:30 PM at the clubhouse. Meetings are held in person. They are currently not live streamed, as a matter of board preference.

The purpose of the meeting is to conduct the business of the Lakewood Holding Company (LHC aka Golf Course) and Lakewood Property Owners Association (LPOA).

These meetings are held in open session, with all LHC and LPOA members invited to attend.

How the Agendas are Set for Each Meeting

The agenda for the meeting is set the week prior by the Executive Committee. Residents, staff, and board members may all submit topics for the agenda. All submitted topics may not make it to the actual agenda.

The agendas and supporting documents are distributed to board members the week of the board meeting for review. This allows board members to review the documents, ask questions, and come to the meeting prepared to conduct business. Being prepared allows for quicker decisions and keeping the meeting moving forward.

We utilize Roberts Rules of Order, which provides common rules and procedures for deliberation, debate and improves the efficiency of our meetings. It is considered the “standard” for facilitating discussions and group decision making.

Since the LPOA/LHC is governed by one board, each is conducted as a separate session. We start with the LHC business, then move to the LPOA. Each entity will follow the same format listed below.

How to Get an Agenda Item Added to a Board Meeting

Depending on what you’re interested in discussing, there are different ways to address the board:

To Discuss an Important Topic
Connect with a Board Member or Staff to request getting added to the Agenda, at Sean@lpoa.com.

To Appeal a Previous Decision About Fines, Construction, etc
Contact Staff at Sean@lpoa.com and/or submit your request in writing. This appeal would be due within 10 days of a committee decision. See the Appeals Committee for more information.

To Host an Event
Go through the staff at Community Services by emailing Sean@lpoa.com.

To Request Funding for a Project
Follow the budget process and submit requests by July 30 of each year,
Go to the Finance Committee page.

The Anatomy of a Board Meeting Agenda

Each agenda is made up of the following categories:

Call to Order
The President or presiding chairperson calls the meeting to order.

Roll Call
Roll call is taken by the GM to establish a quorum. A quorum (five) is the minimum number of directors present to conduct business. If a director has to attend via Zoom, they must be present throughout the whole meeting in order for their votes to be counted.

Communication from Membership
This is an opportunity for a resident to address the board. Raise your hand to be recognized by the President, then step forward and state your name, address and/ or lot number. Comments are typically limited to 2-3 minutes. Once you have made your comment, you will be thanked and will return to your seat. On occasion, a board member may ask a question, however, this is not meant to be an open dialogue with the board.

If you have a topic that you wish to present to the board that bears discussion, it should be submitted as an agenda topic in advance of the meeting. During the LHC session, comments should be limited to topics related to the golf course. During the LPOA session, all other association topics are welcome.

Communication from Board Members or Staff
This is an opportunity for a director or staff member to make any comments or updates.

Approval of Agenda
A motion is made to approve the agenda.

Items to Receive and File
Items included here may include Committee and Parcel meeting minutes, the Community Services report, etc. The Board has access to the supporting documents and the GM makes acknowledgement of receipt.

Consent Agenda
The consent agenda is used to streamline the meeting by collecting routine, non-controversial items into a group to be passed with a single motion and vote. These items may include Board meeting minutes, Executive Committee meeting minutes and Parcel and/or Committee member ratifications. An item can be removed from the consent agenda and discussed separately as a new business item.

Old Business
This is business from a previous meeting that has not been completed.

New Business
New business topics for discussion.

Adjournment
Meeting is closed. At the adjournment of the LPOA session, residents are asked to leave, and the board goes into an Executive Session.

Executive Session
An executive session is a private meeting among the board that takes place outside of an open board meeting. Executive sessions are private because confidential, legal, or privileged information is discussed.

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