Board meeting fun...

In thinking about what I should write today my mind was drawn to an article I read that really hit home. It was an article about Board Meetings. More specifically how an H.O.A board meeting should be conducted. So, I decided to put it up on my Blog for your enjoyment.

Article by: Eleanor Hugus

In running a homeowners association, one of the best or worst experiences you can have is attending the association board of directors meeting. The association is charged with conducting the business of the association in an open forum so interested homeowners may attend, observe, and have the opportunity to approach the board if necessary. A meeting agenda must be followed and many states also require that only items on the agenda may be discussed.
We need to be organized, efficient and working well as a team to get things done. One topic we have recently discussed with our staff is to introduce a meeting policy that would cover an expected standard of conduct from the homeowners, board members and management during meetings. When you consider what gets a meeting off track, sometimes it’s not the business. It is often the behavior of the individuals that becomes an issue. Tempers may flare, and sometimes it just isn’t that easy to get along. When you establish a set of expectations of behavior, then you can hold people accountable to these expectations, and then it is easier to function.
There are lots of published materials on the subject of standard behavioral expectations at board meetings available, but the sample below should help.
Sample Meeting Policy
1. Be at the meeting on time
2. Stay at the meeting until the end
3. Avoid interruptions
4. Turn off all electronic devices
5. Allow time for people to participate
6. Stay on the agenda
7. Be respectful of others
8. Review the meeting packet before the meeting begins and be prepared to take action
9. Recognize accomplishments and efforts
10. Do a two-minute constructive critique of the meeting after adjournment
11. No foul language
12. Speak in a normal tone
After the board members adopt their Conduct Standards for Board Meeting Policy, they should post it on a sign board that is displayed at every meeting as a very visible reminder to all attendees.
Another tip to adhering to the policy is to have a way for the group to note when something is happening or not happening. A white flag could be on the table so a board member can wave it when (s)he sees that the group is taking too much time discussing an item on the agenda or not complying with another expectation. To show praise, the president or another board member could place a trophy in front of a person who comes up with a great idea or spent lots of time on a project. For example, in another group I attend we have a Beanie Baby cat that gets placed in front of you if you are late to the meeting, or if someone sees you are text messaging instead of paying attention. Have you ever heard the expression – “It’s like herding cats!”? Well, that isn’t easy, so that is why we use the Beanie Baby cat. We also have a little dog that is given out to the “top dog” for meaningful contributions or great ideas.

We all know great meetings don’t happen all the time, but wouldn’t it be great if they happened more often? These meetings policies might just help. Have fun!