The purpose of these procedures is to help reduce the spread of the Coronavirus from person to person contact. By following the below protocols, the association reduces the chance of contact spread of the Coronavirus. Cedar Management Group recommends virtual meetings and/or conference calls whenever possible at this time.
Any person, Board Member or owner that feels or has any signs of being sick, must not attend any Board meetings
Setting up your Board Meeting with COVID in mind
- When setting up for a Board meeting or annual meeting, make sure when possible, the tables and chairs for the board are placed at least 6 feet from the owner gallery chairs
- When setting up the Board tables & chairs, be sure No board member is sitting any closer than 3 feet to one another.
- Provide personal copies of any documents to be provided for each Board member (Do not share or pass around any documents. (Best method is electronic distribution).
- Be sure NO documents are passed out for the owners. Email any documents to owners and have them print them out. (NO handouts in meeting.)
- Make sure the association places the gallery chairs for owners 6 feet apart or at minimum 3 feet apart). If the room will only hold 20 owners in this configuration, limit the total number of owners allowed to this number or find a larger venue. (Post the limit on the door for all to see)
- Make a separate area for owner forum with owners to speak, off to the side so that owner’s breath droplets will not be close to other owners. In most cases this will be easily achieve by designating an area off to one side or up front.
- Limit the meeting to no more than one to 1.5 hours. Make sure the doors are kept open and then closed once, so that each person does not touch the doors.
- After setup, wipe down all surfaces before the meeting starts or owners arrive.
- Each setup person should wash their hands before setup and after taking down in accordance with the CDC hand washing guidelines.
- When checking in owners for a meeting have a separate small table to check in the owners by the front door. Place a piece of tape on the floor 3 feet away from the check in table and have the owner state their name. The check-in person will then locate the owner’s name on the list and write in “present”, no physical sign-in by owners.
Annual Meeting Setup During COVID-19
We should note that the U.S. government has requested that groups of 10 or more people should not convene and it might be better to delay your annual meeting during this time.
- Setup using all the above Board meeting setup procedures with the following additional steps.
- When checking in owners for an annual meeting have a separate small table to check in the owners by the front door. Place a piece of tape on the floor 3 feet away from the check in table and have the owner state their name. The check-in person will then find the owner on the list and write in “present,” no physical owner sign-in. At this time the check in person will place one ballot on the table and allow the owner to retrieve it. Do not hand the ballot to the owner.
- Make sure all nominations, nominating speeches and questions are in a separate area from the owner forum.
- During elections, the ballot collectors must wear plastic gloves while handling the ballots. Only the tally sheet should be given to the Board president.
- Tally clerks should tally the ballots one at a time, maintaining a 3 feet distance between themselves. Once all ballots are counted, one person should write the results and deliver them to the board president.
After the meeting breakdown
- At the beginning and end of the meeting announce to all in attendance, “There will be no social time after the meeting and we ask attendees to please leave directly after the meeting, with no loitering or socializing following the meeting.”
- Open doors and leave open to avoid multiple people touching door handles.
- Make sure all areas are wiped down with disinfectant prior to storing tables and chairs.
- Provide plastic gloves for all setup and break down personnel.
- Immediately wash hands following breakdown in accordance with the CDC hand washing guidelines.