Helpful Hints to Shorten Meetings

Because getting qualified people to serve is difficult, having marathon meetings is the best way to chase them off. The Board of Directors should receive a meeting package approximately three to four days before the date and time of the meeting. The Board President and the Manager should set the meeting agenda. Other Board members should call in items they would like on the agenda.   If  not  on  the agenda, unless it's an emergency, the item should not be discussed, but put on the agenda for the following meeting date. This allows everyone to give some thought and research. I often see new Boards pass the same resolution that previous Boards have passed in prior years.  It also does not give the management company time to make solid recommendations that have worked in other communities that have proven successful.

The meeting packet should be prepared in the same chronological order as the agenda. The manager should have at least one meeting with the president before the Board Meeting to understand the issues and meeting priorities. Board members should set policy, not the day-to-day implementation.

 Board meetings should be held in an environment that enhances productivity. The manager helps to maintain a business-like atmosphere. Having meetings at someone's home, or having food and drink, especially alcohol can be disruptive. Plus, residents could later say the Board member was intoxicated.

Directors who are perpetually late or don't show at all can stifle a Board's productivity. The Board President, not the Manager, should address this situation.

 Most associations can be just as effective with less than one meeting a month. If a meeting is run efficiently and effectively, Board members will be happier and they will need to schedule fewer meetings.

Keep the meeting tied to the agenda. It is the President's job to determine the flow of the meeting.

       1. Discuss only one subject at a time.

2. Give each Board member a chance to speak.

3. Speak only on the issues being discussed.

4. Address questions and comments to the chair.

5. Decide issues through motions, seconds, and votes of the board.

 Sometime owners who attend the Board meetings are not familiar with the meeting procedures. At the beginning of the meeting, the President should explain the meeting process and state when the Board will accept comments from the homeowners.   The policy of when homeowners may comment must be followed consistently, not just with the gadfly. The gadfly is an "expert" at criticizing, cajoling and pinpointing the error of others. This person demands change, but rarely devotes the time or effort needed to create positive change. The gadfly often emerges at association meetings and tries to create an atmosphere of chaos and paralysis.

 Taming the gadfly is difficult. Don't respond in anger; instead ask for their recommendations. They usually don't have any. Or ask them to volunteer which usually frightens them off. Once they see you want them to do some work, they become less involved.

 At the end of every meeting, thank everyone for attending and set the time and place for the next meeting.

Steve Inglis, PCAM, is President of Bristol Management Services, Inc. in Jupiter, past President of the Community Association Institute (CAI) and has earned the PCAM Designation through extensive Association Management training.