When preparing HOA board meetings, it can be hard enough getting everyone together at routine times. One of the best ways to ensure success is by focusing on organization and preparation beforehand. Here are some of the top three tips for planning for an efficient open meeting in your Homeowners’ Association.
1.Have an Agenda
Make sure the agenda centers on the most crucial business at hand. It’s best to start with items that are easily accomplished, then move on to more complex or controversial issues, think simple to complex. Having this schedule will help you cover more ground initially instead of taking up extra time on any potentially heated issues that burn up time and leave the majority of agenda items left on the agenda.
2.Choose a Form of Parliamentary Procedure
Boards generally have the ability to choose any form of parliamentary procedure to conduct their meetings. Even though boards are required to follow parliamentary procedures most boards will apply a relaxed version of these procedures and will still meet their duty in conducting their meeting quotas.
Not only is a board required to run a meeting with some form of parliamentary procedure in California, but utilizing parliamentary procedure, like Roberts Rules of Order, assists boards in conducting professionally executed board meetings with official sounding “motions” made by directors, which require a “second” vote before all the directors vote either for or against the issue..
The method(s) for running a successful meeting are just as important as the planning. A suggested schedule for each agenda item would include:
- The board President presenting the agenda item, then asking his or her questions before asking the board members for their input. Any responses should be directed towards the board President.
- The President then asks members for questions or statements; depending on the state your Homeowners’ Association is located in, participation from homeowners may be required or just simply requested. To make the discourse most effective, request homeowners to speak from a podium facing the board.
- After each member’s input, the President may then ask if board members need to add anything.
- Then, the President will make a request for motion if action needs to be made. If not, the next agenda item will be addressed.
With a well-planned protocol, Homeowners’ Association board meetings can run much more effectively. Having a clear agenda and schedule can ensure each member of the meeting has a chance for input. For more ideas, you can contact your HOA management.