- A Board meeting is a corporate business meeting. Association Board meetings are not much different than those of large profit-making companies and should be handled in a professional manner.
- The agenda must be provided to the members no later than four (4) days prior to the meeting, by either posting on-site or mailing to each member. Boards are required to adhere to the agenda at the meeting. New items that arise must be placed on the agenda for a future meeting, as the Board may not discuss or make decisions on items that are not on the noticed agenda, unless it is a legitimate emergency matter that was not reasonably foreseen.
- Many homeowners believe the Board meets solely to hear and address their concerns. Board meetings are held to conduct Association business. The business issues are generally placed on the agenda and documentation is presented to Board members before the meeting, so the Board may be prepared to make decisions.
- The Board should allow time for the homeowner forum prior to or after, not during, the business portion of the meeting. While this can be a difficult thing to manage, it is most necessary. Communicating this to homeowners in advance, or as a statement on the agenda provided to them, often helps control homeowner interruptions at Board meetings.
- To make the meeting run more smoothly, each Board member should review the Board packet and make notes of thoughts and questions before the meeting. If appropriate prior to the meeting, obtain answers to your questions by contacting the Board President or community manager.
- Begin each meeting on time and end at a reasonable hour. Two hours should be sufficient to conduct most business meetings.
- Establish good business meeting habits. Avoid sidetracking and stay on the issue through the resolution or tabling of motions. Make notes of side issues as the discussion unfolds, while staying focused on the issue at hand.
- Disagreements are healthy at times but arguing is not. Keep the tone of the meeting professional, businesslike, and respectful. Enact and use meeting conduct rules to avoid uncomfortable situations, and limit the discussion on motions unless the motion is seconded by another Board member.
