One of the most common problems community association boards face is difficulty conducting an efficient board meeting. Many board meetings are plagued by disorganization, bickering, and other time-wasting habits. This unpleasantness can be lessened, and even eliminated, by the adoption of a fair and uniform meeting protocol. According to WSH Partner Joshua D. Krut, who chairs the firm’s Community Association, Club and Resort Group, a few simple tweaks in procedure can have even the most combative boards functioning properly.
All well-run and efficient board meetings begin with an organized agenda. The agenda serves as the skeleton of the meeting, giving guidance to board members as to what matters they will discuss and what level of priority each matter has. By specifically identifying and prioritizing all items to be discussed, board members obtain a better understanding of what the purpose of the meeting actually is, and are less likely to veer off topic onto tangential issues. However, even the most detailed and thorough agenda is useless if it is not adhered to. Board members must strictly follow the agenda in order to ensure that all matters of importance receive attention without interruption.
Adopting a uniform parliamentary procedure is equally important. Adherence to a standard procedure ensures that each board member has an opportunity to be heard without leading to chaotic exchanges. While some boards prefer to follow Robert’s Rules of Order, boards are free to choose which parliamentary procedure works best for them. Established standard procedures allow board members to conduct meetings in a professional manner, reduce interruptions, and create less conflict than would likely arise in a free-form meeting. Another important factor in conducting an effective board meeting is promoting professional conduct and courtesy. By promoting a respectful dialogue between members, the board can minimize tension when discussing divisive issues.
Finally, it is paramount that board members remember what can and cannot be discussed at open board meetings. Certain matters, such as current and pending litigation, should not be discussed at open board meetings. Likewise, discussions about association employees should not take place an open board meetings. When conducting a meeting, board members need to remember not to touch upon these taboo topics.
By adopting these rules and applying them fairly and consistently, board members can run efficient meetings.
Josh Krut is a Partner at WSH. In addition to his work in our Community Associations, Resort and Club Practice Area, Josh has an extensive real estate background, and works with our Real Estate Group.
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