Six Tips for a Successful Board Meeting
Always be sure to discuss the concerns of the community with Condominium Associates so we can best advise you about your development's needs.
Board Meetings are the backbone of the homeowners association (HOA). From budget concerns to hot topics or issues going on in the community, board members must run a successful meeting to reach the HOA's goals. At Condominium Associates we believe in helping our associations reach their ultimate potential. Below are six tips to help our board members manage a productive board meeting.
1. Get the Agenda from Condominium Associates
At Condominium Associates, we prepare the agenda for you. We will also make sure you have the board package report. We understand that the board relies on Condominium Associates to target the main issues of the community and address them in the agenda effectively and appropriately. Our main goal for your board meeting is to keep all discussed elements on point and focused on the plan.
2. Come Prepared to Discuss the Agenda
Once you've had time to review the board meeting agenda and reports, be sure to bring notes. These notes should focus on agenda items. If you live close to the community, you may want to present your case from an association member's standpoint. If you take on this position, your voice could be that of the community as well. Always be sure to discuss the concerns of the community with Condominium Associates so we can best advise you about your development's needs.
3. Focus on the Business of the Association
The board must stay on task and focus on the agenda. First and foremost, this is a meeting with the Board of Directors, not a meeting to discuss individual membership issues. Membership issues and other concerns not on the agenda should be noted and addressed at a different time. Board members must remember to respond, not react, to unwanted side-discussions or interruptions.
4. Assign a Leader of the Meeting
One way to prevent off-topic discussions and other unwanted conversations is to appoint a leader of the meeting. This person should have a clear focus on the agenda and a strong presence to make an impact. The best person to lead the session is the HOA president or the property manager.
5. Take Detailed Notes of the Board Meeting
Assign the right person to take meeting minutes. There are so many available apps to make good quality notes. Use the agenda to keep track of the topics of the meeting and take notes under each section. If you take notes like this, the records are clear and concise.
6. Share the Board Meeting Notes with the Community
As we mentioned in our previous post, "Seven Steps to Prepare the Annual Budget Review," transparency is key to a healthy community. Be sure to share the notes with the community members. Developing communities want to know what to expect from their board members and HOA.