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Improving Condo Association Board Meetings


Question:

Condo board meetings play an important role in the life of a community association. Whether such meetings are conducted monthly or quarterly, each meeting is extremely important. Board meetings are one of the most basic avenues used for initiating official actions of the association. The organization and tone of your board meeting most likely reflects how well the community association as a whole is being managed.

If you find that your condo board meetings are not as productive as you would like, try using the following pointers listed below for preparing and conducting board meetings:

Read the governing condo documents of your community association to the point that you become familiar with them. Also learn the pertinent state laws. Knowledge is power!

  • Know what procedures are required. For example -Annual Meeting notice requirements, proxy and quorum requirements.

  • Know how and when special meetings of the board can be called.

  • Have a copy of your documents at your disposal for quick reference. Highlight frequently questioned areas regarding procedure and authority.

Always prepare in advance!

  • Send out the meeting agenda and background information a week in advance of the meeting. This allows ample time for the board to review issues that will be presented for a vote and/or discussion.

  • Contact any parties who will be speaking at the meeting, such as committee chairs etc., to ensure they are adequately prepared.

  • Follow up a day prior to the meeting to ensure there are no additional materials needed by directors so that they are well prepared. This way, the meeting can move forward in a timely fashion.

  • Begin your cond board meetings on time!

  • Board members are volunteers and, therefore, you should be considerate of their time. Those who are sure to be on time will also appreciate not wasting their time waiting on others.

Follow the Agenda and Stick to the time Schedule!

  • Follow topics in order of the written agenda unless a motion is passed to change the order.

  • Control excessive talking and speaking out of order.

  • Do not allow one or more persons to dominate the meeting.

  • Discourage topics from lingering and repetitive information which will cause members to lose interest.

  • Use formal procedures -Roberts Rules of Order are appropriate. Insure formal action is taken by resolution of the board. Make sure a record of all actions and decisions is made. Minutes, as they are called, are a must.

Don't assume that the board has read the background material prior to the meeting!

  • When possible, call or email reminders asking board members to be prepared. Time is limited and there's usually much to address.

Always Act Professionally!

  • Be objective and do not become emotionally involved.

  • Try to neutralize anger or emotions among the group.

  • Be respectful of residents who wish to speak, without allowing them to control the meeting.

  • Remember: communication is both verbal and nonverbal. Facial expressions can communicate unprofessional behavior more effectively than words.

Using the tips listed above, you can improve the overall process of your board meetings, respect volunteers' time, and have a productive meeting in 60 minutes or less. Give it a try!

 

Source: Association Times


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