1. Select a mutually convenient location. Your community club house is ideal but a nearby restaurant, school or church might work also. Keep in mind, you’ll need table space and a semi-quite environment. Keep it close to home for a better turn out.
2. Always be prepared. Never wing it. Help others do the same by creating and dispersing the agenda well before the meeting. Keep in mind – meetings are for making decisions. Everything else should be kept to a minimum.
3. Bring your association documents – especially the Covenants, Conditions, and Restrictions (CC&Rs). Any other supporting documentation such as Bylaws or additional Rules and Regulations may prove useful as well. It’s best to keep all these documents together and never leave home without them. You can never be too prepared.
4. All for questions. When allowing association members to attend meetings, be sure to set clear expectations that all comments / questions will be held until the end of the meeting. You want to be inclusive but don’t lose control of your board meeting. Remember – the goal is to make decisions, not argue.
5. End each meeting with a wrap-up – it should include action items and meeting minutes so everyone is prepared for the next meeting. Always share both items with the entire association within 2-3 weeks of the meeting.
6. Never allow alcohol, small children, or pets at the meeting. We love parties, kids and pets as much as the next guy but they have no place in a board meeting. Again, making decisions efficiently and effectively is the name of the game.
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