While meetings are a fact of life
for board members, no one wants to spend more time in them than necessary.
Consistently long or ill-planned meetings will result in chronic absences and apathy,
and very little will be accomplished.
Well-organized meetings can set the tone for all association
business and board work. The following tips will help you and your fellow board
members conduct efficient, effective meetings that get results for your
community:
- Set
a board meeting schedule and stick to it.
- Whether
you schedule monthly, bimonthly or quarterly meetings, always meet at the
same time and day of the month and—whenever possible—in the same location.
- To
set a business-like tone for the meeting, select a meeting location other
than a board member’s home. Most community centers, libraries and similar
municipal facilities—and some local churches—rent meeting rooms for a
nominal fee.
- Notify
all association members—resident and nonresident—of any meeting date, time
and location well in advance. Post all scheduled meetings on the
association’s website and in newsletters. (Note: Texas state law mandates a 72-hour advance notice of board meetings).
- Educate
yourself about the items on the agenda before the meeting. Read
committee reports, and carefully study documents like financial statements
and vendor contracts. Be prepared to ask questions and make informed
decisions.
- Use
a timed agenda that allots specific times for approving minutes, hearing
manager and committee reports, discussing unfinished and new business, and
conducting a brief homeowner forum. Sixty to 90 minutes, depending on how
frequently you meet, should be sufficient to accomplish association
business.
- Open
your meetings to association members, and include time on the agenda for a
homeowner forum after other business is concluded. Allow three to five
minutes for each person to speak. Once the meeting is called to order,
members may observe, but they should not participate in board discussions.
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