Conducting a Positive Association Board of Directors Meeting
Preparing for and conducting a monthly Meeting of the Board of Directors for a Homeowners or Condominium Association can be a challenging task. Board Members bring a variety of personalities, educational backgrounds, and business styles to their monthly Association Board of Directors meeting. The main goal for the Association Board of Directors meeting is to discuss and vote on the list of topics on the agenda. Decisions and discussions should be conducted in a timely manner with the Association’s best interest being the end result. Six tips to help facilitate a productive Association Board of Directors meeting with positive outcomes:
- Agenda Items: Two weeks before a meeting send out an email asking the Association’s Board of Directors for items they would like put on the agenda. Set a deadline for submission.
- Get Prepared: Once you have your topics for the meeting, gather information on those issues so that you are prepared to answer any questions related to the topics. Share information with the Association Board of Directors ahead of time so they can become familiar with the issue and get questions out of the way prior to the meeting. Sometimes topics can be discussed and resolved prior to the meeting via email.
- Time stamp your agenda. Meetings should run an Hour and a half to two hours at the most. Any more than that and decisions are made too quickly.
- Board Packet: Send the entire board packet (Agenda, Minutes, Proposals, Contracts, Financial Reports, etc.) out at least 3 days ahead of time so the Board has a chance to review the information. Make sure you remind the Board of the date and time of the meeting.
- Follow the agenda. Stay on topic, and watch your time. If members go off topic, gently redirect back. If a topic is taking up a lot of time and going nowhere, that issue can be tabled to the end of the meeting or continued to the next meeting. Take good notes! Use an Action item list and write down what you need to do. Transfer those items onto your task list on the computer the following day and review daily.
- If members are talking over each other, arguing, or getting agitated, raise your hand. Once you get their attention, take a break. Have light refreshments available so members get a drink and cool down. This gives you the manager time to process and work on a resolution. When you reconvene, start by reviewing and confirming each member’s position. Offer additional information or suggestions even if that is to table the discussion until more information is obtained. Express your respect for each position. When all else fails, find a way to make them laugh. Humor is a great way to defuse a situation and bring things back into perspective.
A happy Board is a productive Board!
K.C. Bernardine Property Manager