Let’s be honest, attending a homeowner association board meeting is probably not our first choice for a Tuesday evening. Especially when the meeting is not so pleasant… or maybe even down-right chaotic. If you’ve ever had to attend one of these, I am sure you can relate.
In my 25 years managing homeowner associations, I have been to my fair share of meetings. For the most part, they have been very professional and productive. However, I have attended meetings that lasted until the wee hours of the morning; meetings where homeowners have had to referee the fights between board members; and meetings where every item has been tabled… AGAIN!
With the proper training and guidance, your board meetings can be productive, informative and maybe even a little enjoyable. There are two basic but very important components to having a great meeting.
The very first component to a successful meeting is being prepared. (Your community manager should be on top of a lot of these for the Board)
- Ensure that the meeting place is arranged
- Proper notice has been sent to the members within the legally prescribed time
- A Board Packet should be provided at least one week before the meeting for the Board to review.
The second component to a successful meeting is running a professional meeting.
- Use a table that enables board members to have eye contact with one another
- Start the Meeting on time
- Inform those who are present of how the meeting is run and when they can speak
- Follow the Agenda – use a timed one if necessary
- Use Parliamentary Procedure to make decisions
- Be respectful of each member’s thoughts and discussion points – even when they contradict yours!
- Close the meeting no later than two hours after it began – make sure you leave plenty of time for the homeowner’s forum
By implementing these processes, you will be well on your way to conducting a professional meeting. If you would like more tips on how to conduct a successful Board Meeting or would like to talk with us about how we can help you and your community hold effective meetings, contact us at (602) 358-0220.