The starting point for ensuring a productive meeting is to develop a purposeful agenda, the core of every effective board meeting. Strive to have the board agenda finalized at least one week prior to the board meeting. Items that are carried over from the previous meeting lend themselves to the development of a draft agenda the day following a board meeting. Appoint one liaison, normally the board president, to work with the community association manager (CAM) in planning the agenda. This action will prevent conflicting direction and reinforce the leadership role of the president.
For items that do not require in-depth discussion, such as approval of minutes, acceptance of financial statements, actions in lieu of meetings, and committee reports, consider approving in the form of a “Consent Agenda.” We suggest that committee reports are in a written format and delivered to the CAM in ample time to be included in the board meeting packet. It is highly recommended to include all “Action” items under “Old Business/Action Items” to ensure the critical items are addressed early on in the meeting.
Include timelines on the agenda. The effectiveness of this element cannot be stressed enough. Not only will the timelines help you develop a realistic agenda, the addition of the timeline will help the president keep the meeting on track and manage those occasions when a rambling speaker takes control. If the board is expecting a larger audience because of a hot topic, then plan for 20-30 minutes of owner comment and reduce the number of items to be considered on the agenda. Most experts agree that meetings should not last more than two hours. When tired and frustrated, people tend to make rash, quick decisions. Structure your agenda for a two-hour timeframe.
On too many occasions, we have witnessed agenda topics that are not accompanied with appropriate back-up or with a clear understanding of why the topics are even on the agenda. For the most part, it is the community association manger’s role to brief the board on agenda items before and during the board meeting. It is highly recommended to present a “solution” with the topic. When topics are dangled in front of a group of people, there is a tendency for everyone to weigh in with opinions. A topic should be researched before the meeting so that an appropriate solution is conveyed and considered. For example, if a topic to consider a parking policy is on the agenda, start the process as “Discussion – Potential Parking Policy” on the agenda. Accompany the topic with the background and purpose of the topic along with some potential considerations. Before the discussion, explain that it is the intent to begin discussions within the 10 minute timeframe allocated on the agenda and that the topic will be carried on to the next agenda if necessary. If an item needs immediate consideration, be more specific as to the background and recommended action.
Board packets should be distributed to the board at least four to seven days prior to the board meeting. This gives you the time needed to review the material before the meeting and provides an opportunity to ask questions of the CAM prior to the meeting. Of course, a topic may arise at the last minute. If it is a topic that requires immediate attention, then make the effort to make it happen. If a topic is submitted without a clear purpose or expectation for placement on the agenda, then consider holding until the next meeting after more research has been conducted and consideration given.
The structure and flow of the meeting should be consistent, adhere to the agenda and its timelines, and follow some form of parliamentary procedure. Remember – meetings are for making decisions, not to begin the decision-making process or to discuss minor issues.
Here’s wishing you productive and efficient board meetings! FBN
Melanie Lashlee is theHOAMCO Flagstaff regional manager. HOAMCO was established to provide quality community management services while promoting leadership and commitment in each community we serve. We have been managing community associations in Northern Arizona since 1991, and currently serve well over 200 communities and 50,000 homeowners. Please contact Stacy Maule at 800-447-3838 or stacy@hoamco.com for more information.