Administrative Tips on How to Run an Efficient Board Meeting Duties of the Property Manager (in most cases) PROVIDED COURTESY OF THE GOLDEN HORSESHOE CHAPTER 1. Manager prepares board package in advance and is gives one to each director a few days before the meeting. (Directors should read information before the meeting and be ready to discuss.) If possible and appropriate, email entire package in advance to directors and if necessary, copy package. 2. Use different colored paper ie. Yellow for the Agenda, White for the Financial Statement, Green for the Property Manager’s Report (saves time looking for a certain document). 3. Ensure each Director has a binder with dividers to keep documents organized. When a Director resigns or their term is over, the binder should be turned over to the new Director. 4. Hole punch the Meeting Package before the meeting or make hole punch available to directors. 5. Use a larger font (12 is regular, try 14 font) - for easier legibility. 6. If possible, have the Chair review the Agenda before the meeting so Manager can make amendments before it is distributed. Have Directors advise the Chair before the Agenda is prepared if they want any item added to the Agenda. 50
thecondovoice
Summer 2011
7. Board Package should include: a. Agenda b. Previous Month’s Financial Statement (reconciled) c. Bring cheques for review and signature (2 signatures per cheque) d. Previous Meeting’s Minutes (try to issue minutes soon after the board meeting so everyone remembers what was discussed. This will help directors note if there are any changes/amendments to be made and reminds everyone what is expected of them for the next meeting). e. Property Manager’s Report - Items Completed (since the last meeting) - Items in Progress/to be Discussed f. List of: - previously deferred Items not to be forgotten (future plans) - priority list (review at each meeting) - items for next newsletter
g. Back-up Information ie. Copies of quotations (summary of quotes in chart form to save time) h. Superintendent’s Report - either she/he attends part of the meeting or submits a written report (shows respect for the employee and that their opinion is valued, feels part of the management team) i. Correspondence (saves time reading letters that are submitted to the board) 8. Review draft budget with Treasurer before it is presented to entire Board for discussion and approval. 9. Set a time limit for each item on the Agenda (prevents drawn out meetings). Put the most important items first, rather than leaving possible contentious issues until the end of the meeting; i.e. Special assessment, don't leave it until 10pm. ■