Board to run: expert counsel to conquer common pitfalls in homeowner association meetings
Board meetings that last for hours without accomplishing anything, are disrupted by disgruntled owners, digress from the agenda and lack clear direction and purpose can become the bane of a property manager's schedule. Homeowner association meetings take less time, are more productive and operate as a forum to facilitate communication between board members and owners when a businesslike approach is applied.
WHAT'S ON THE AGENDA?
Notice requirements are set by state statute and must generally be posted prior to meetings. The notice of a board meeting should adequately list the business items on the agenda. An item that is not noticed may only be addressed on an emergency basis, such as situations involving major damage to the building, natural disasters and similar events. Failure to include an item on a posted agenda does not constitute an emergency. Some boards may list only "new business" and "old business" as agenda items without any further description. Action taken on items discussed under such an agenda is subject to attack by owners who may disagree with the board's actions. When contemplating taking action on an item, it is incumbent upon the board to ensure that such item(s) are listed on the agenda in a manner so that all members may have sufficient notice of the item to be discussed.
The agenda should comprise open items from the previous meeting requiring action, if any; owner items that may require board action; building maintenance items, as required; project information, updates, requests, actions, etc.; seasonal information, such as annual meeting, budget meeting, disaster preparation for the community and owners and other similar information. Once an agenda has been prepared, it should be approved by the board president and/or secretary before posting.
BRIEF AND TO THE POINT
If regular board meetings are unreasonably long, the board needs to determine how to address the problem. A successful meeting requires planning and execution by the manager and the chairperson, usually the president. Information should be distributed to the board members far enough in advance to allow them to review the material before coming to the meeting. This advance information should include an agenda,...
This is a preview. Get the full text through your school or public library.