Some Board meetings can run longer than necessary. In most cases, Board meetings should take no longer than one to two hours. In order to conduct an effective meeting, start with a concise meeting agenda. The meeting agenda should be drafted by the community manager and reviewed by the Board President, since the President conducts the meeting. The agenda should start with the date, time, and location of the meeting.
Next is a call to order followed by the Board approval of the minutes. Once the minutes are approved, committee reports should be given (management, finance, architectural, communication etc.) for the benefit of all in attendance. After the reports, the business portion of the meeting is typically divided into unfinished business items and new business items, and agenda items should be listed in order of importance. Using a timed agenda is a way that the board can control the length of a meeting.
In the event of an open Board meeting, it is recommended that an open forum for all interested owners be held after the business portion of the meeting to give homeowners and the board the opportunity to communicate any questions or concerns. At the end of the meeting, the Board should set its next meeting date before adjourning the meeting.
Below are some helpful tips to keep in mind at a Community Association Board Meeting.
Plan Ahead
Planning ahead is always a good idea. Review the agenda and any other need-to-know information before the meeting. Plan to review the Board packet so that you are prepared to tackle agenda topics.
Be Professional
Occasionally, Board meetings can get heated because people are passionate about their community. It’s best to treat your position as you would a job, and if you don’t think you would bring something up in a business meeting, don’t bring it up in an HOA Board meeting. Work with an experienced community management company that can help you get additional training on Board meeting procedures and communication tactics.
Keep it Concise
No one likes long meetings as long meetings can often hinder decision-making. That’s why you should aim to keep the meeting at about 45 to 60 minutes. This will help keep the meeting productive. Remember that a well-organized agenda, prepared by your community manager is important.
Don’t Get Emotional
To help combat situations where individuals get too emotional at meetings, it’s helpful to place some limitations on topics and speakers. For example, you may want to limit an individual’s time speaking on a topic to a maximum of three minutes. A well-trained community manager can help you put together proper guidelines.
Remember the Rules
Board members and residents alike are held to a code of conduct that should be outlined in your governing documents. These policies are designed to ensure a respectful and courteous environment. Your Board’s code of conduct should include time limitations on speakers and identify who can attend and speak at meetings, among other policies. If you don’t have a code of conduct, your community management company should be able to help you both develop and enforce one.
Don’t Tune Out
As a rule of thumb, listen more than you speak. Often, Board members and residents just want to be heard and valued. Even if you don’t fully agree with what an individual has to say, you should actively listen to their concerns and opinions.
HOA Board meetings play an important role in your community, and a smooth and productive Board meeting can go a long way in setting up your community for success. By improving your Board meetings, you’ll effectively help enhance your association’s reputation and strengthen your community’s relevance in the changing market.
If you feel like your association would benefit from organized and productive meetings with knowledgeable managers, contact Infinity Management today.