The Elusive One Hour Board Meeting By JoAnn Borden, CMCA, AMS, PCAM, Associa
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one hour board meeting? “What can be accomplished in one hour, everything would be tabled; it can’t be done!” Oh, but it can be done and I have had the pleasure of being a one hour board meeting participant. That said, it would be an unrealistic expectation to think every meeting will be an hour, but the following tips will help guide you through a quicker and more productive meeting.
Prepare:
Make sure you are prepared for the board meeting. Read any reports and financial statements before the meeting. There is nothing greater than a well-informed meeting participant. Reviewing the board packet and being prepared lends itself to a more efficient board meeting.
Ask Ahead:
Ask any questions BEFORE the meeting – Especially if you want the answer by/for the meeting. Contact your community manager, board secretary, treasurer, etc… and ask ahead. It will be appreciated. Most or all the reports included should house the answers you are looking for. If you don’t understand a report or the information provide, don’t be hesitant to ask. The intent is to provide all the information needed so the board can make informed decisions at the board meeting.
Stick to Business:
I definitely want to hear what happened to your son, daughter, grandchild, spouse, etc. that made you laugh so hard you cried, but if it doesn’t pertain to the meeting, don’t bring it up at the meeting. Having a social gathering before or after the board meeting is a great way to develop a strong community and a more appropriate time to tell that funny story. Go through the agenda and discuss each item, but stick to the agenda and don’t get sidetracked on items not related to the issues at hand.
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Minnesota Communit y Living
Time Limits: Add time limits to each discussion, use a
timed agenda. Give each person a short period of time (3 – 5 minutes) to discuss the issue and stick to it. Most meetings last longer than needed because a subject is discussed in length and the same points are repeated unnecessarily. Use time limits during homeowner forums as well. A good rule of thumb is to have owners sign-in listing the subject they wish to discuss – then listen. If questions are asked, let the owner(s) know that the board will research the answer and respond to them after the board meeting or at the next board meeting.
Be On Time: It is important that owners know you take
your responsibility as a board member seriously. Of course, emergencies happen, but try to arrive at least 10 minutes early to get organized and settled in to your seat. Look over your report(s) and make sure you have all of the documents you need for the meeting.
Don’t Take It Personally: This can be the most
difficult for everyone and can take up a large portion of the meeting if handled incorrectly. When an owner is upset about an action they disagree with, they can come to a board meeting ready for attack. When we feel like we are being personally attacked, we become defensive and engage the outraged person. Instead of going in to battle, sit back, relax, take a deep breath, and listen. Hard as this may sound, sometimes the outraged person just needs to vent and if someone listens, they feel like their concerns have been heard. This is not to say that they should be allowed to verbally abuse the board, manager or other owners – Only given their 3 – 5 minutes to speak and be heard. So, whether the elusive one hour board meeting ends up being found, using the tips above will definitely get you started in the right direction. And who knows, maybe you will prove wrong those who believe it can’t be done!