MAKING YOUR MEETINGS WORK FOR YOU

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How can we help you make your meetings work for you? Everyone wants to have quick board meetings, but how can you achieve short meetings without giving up progress? The key is having brief, but effective, well-run meetings. This starts with strong leadership. Open discussion should take place at the beginning of your meeting. By doing this, owners are afforded the opportunity to speak for 3 minutes on agenda items only, and they can voice their opinion or ask questions prior to the agenda beginning. Once this open discussion is concluded, owners will be asked to refrain from talking throughout the remainder of the meeting. This will allow the President to address concerns in the beginning and then conduct association business without interruption for the remainder of the time. Board meetings are held primarily for the board to conduct association business. A board meeting is not a forum for owners to raise individual concerns. Day-to-day issues should be addressed during the week with the association manager or assistant manager. The audience is truly there to listen and observe.

Helpful Tips

CAN THE PRESIDENT OF THE BOARD MAKE A MOTION?

Yes, the President can make or second a motion

CAN THE BOARD AMEND THE BUDGET AT ANY TIME THROUGHOUT THE YEAR?

Yes, as long as the board follows the procedures for approving the budget, such as providing membership with a copy of the amended budget and noticing the meeting 14-days in advance.

DOES THE MEMBERSHIP APPROVE THE BUDGET?

Typically, only the board approves the budget; not the membership. Exceptions include the association partially funding reserves, or if the association’s documents require the members to vote.

WHEN CAN A BOARD MEMBER ABSTAIN FROM VOTING?

When the board member has a legitimate conflict of interest they may abstain. This does not mean being ill prepared is a legitimate reason. They may also abstain from voting if a board member just doesn’t want to vote against a friend or neighbor.

IF YOU HAVE 5 BOARD MEMBERS BUT YOU HAVE TWO VACANT POSITIONS, IS 3 STILL A QUORUM OF THE BOARD?

Yes, 3 is a quorum of 5. Just because you have two vacant positions does not reduce the quorum number. You still have 5 board members, you just happen to have two vacant seats.


James Rachael