HOA Musical Meetings
Lay out the ground rules. Without ground rules, small issues become major time wasters and important matters do not receive the attention they deserve. Ground rules discourage an individual from monopolizing the meeting with personal concerns or issues previously discussed. Ground rules should be fair, easily understood and encourage a courteous and intelligent exchange.
One of the best known guidelines is Robert's Rules of Order. The degree of detail and formality described by Robert's Rules can be reduced to some basics:
- One person may speak at a time.
- The Chair decides who that person will be.
- The speaker may speak only to the issue.
- All are given an opportunity to speak.
- Decisions require a motion, second and vote.
- Once voted upon, no further discussion is permitted.
When everyone understands the ground rules, it is easier for the Chair to direct the discussion, to keep speakers on track, and to move the discussion toward an orderly decision. Remember that the board has been elected to make decisions, not merely to discuss issues.
Each meeting should have an agenda prepared by the Chair and distributed in advance to the board members. An agenda is the meeting map. Everyone knows where they are going and what the final destination will be. Without an agenda, any topic is fair game. While it is conceivable that every topic might be of interest, the ability to act on each is limited due to lack of preparation. An agenda is critical for staying on course.
Every agenda item that requires action needs a vote. The Chair asks for a motion. Once a motion is made, another person seconds the motion and discussion follows until the board is ready to vote. The vote is then recorded in the meeting minutes either as failed, passed unanimously or passed with dissenting or abstaining directors listed by name. (Recording votes by name is particularly critical if the issue is controversial). If someone is disgruntled about the vote outcome, that's unfortunate. Votes do not have to be unanimous.
Set a time frame for the meeting as a whole and for specific topics on the agenda. A time limit focuses everyone's attention and adds to the clarity of the discussion. It also helps the Chair in preventing an aimless discussion.
The purpose of the board meeting is to transact HOA business. But at times, this is not how it works. Some view it as an opportunity to discuss issues like the sales price of a unit. This information may be interesting to some, but it is immaterial to the HOA's business. These topics should be culled from discussion.
The Chair plays an important role as "The Gatekeeper". The job of the gatekeeper is to “guard” the discussion by enforcing the ground rules, maintaining order, and calling a particular topic inappropriate. The Chair prods the discussion along or brings it to a close when all of the facts have been identified and it is time to make a decision.
The Chair must also control dissenters using "bully tactics". Bully tactics succeed by discrediting information or interruption. If the Chair makes it clear that bully tactics will not be tolerated, the behavior usually diminishes. Most meetings have a time when owners may speak, sometimes called an Open Forum. The Open Forum is an extremely important part of the meeting, even if participation is small. It will help diffuse rumors and gossip and demonstrate that the board wants to communicate and receive feedback.
The Open Forum happens just prior to the board meeting so each owner may speak and leave if they have no interest in the business portion of the meeting. Each person speaking should be limited to, say, five minutes so they get to the point and allow time for others.
Speaking of public relations, never hold closed or secret board meetings unless they qualify as a topic for “executive session”. Executive sessions are closed meetings to discuss litigation, contracts, employee issues and other highly sensitive topics which should not be aired in public. Executive sessions should happen infrequently and be used judiciously. Otherwise, members have a right to be present at all board meetings as visitors and not participants. To shut them out invites challenge. With this in mind, all business meetings should be announced to all owners in advance and held in visitor friendly locations. Holding a meeting in someone's living room where there is seating for board members only is the same as telling members they are not welcome. Even if members don't generally attend, always leave that door open. It will make the board job much more pleasant. Conduct business transparently.
Additional success tips include:
- Distribute minutes of the last meeting in advance so that they can be reviewed prior to the meeting.
- Use a degree of formality in the meeting so the mood is “businesslike”.
- Principles of courtesy apply: Only one person speaks at a time. No interrupting, ridicule, sarcasm and innuendo.
- Adjourn the meeting on time.
Now, do you hear the orchestra starting to warm up? The discord will soon turn into beautiful harmony. Hold on to that mental image and conduct your meetings like a symphony and sweet music will spread through out your community.
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Realty Times®. All Rights Reserved
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