Just like in school, a little studying goes a long way. About a week before your next board meeting, review your board packet with your community manager so that you’re ready to tackle any important topics that may arise. A knowledgeable Nevada HOA management company will facilitate this step by providing your manager with the resources and support they need. For example, at FirstService Residential, community managers are expected to send out a board packet about five days before the meeting. The packet typically includes a meeting agenda, answers to common questions and suggested motions.
Approach your position on the board as you would a job, particularly because you’re dealing with a very emotional topic – your home. For instance, if you wouldn’t say something at a business meeting, don’t bring it up in a board meeting. To ensure that you and your fellow board members are on the same page, take steps to understand the basic meeting structure and procedures involved (like making and seconding motions).
Board meeting or “bored” meeting? No one wants to endure a long, tedious meeting, even when it involves their community. Additionally, long meetings can often hinder good decision-making and confuse core or important messages you are looking to convey to residents. That’s why you should aim to keep the meeting to a maximum of one hour (yes, it’s possible if you have the resources and support to prep ahead of time!). Your community manager and Nevada management company should provide your board with the support and resources needed to help keep your meetings concise and productive.
A great board meeting can lose steam if it plays host to a long venting session from a board member or resident. To stick to your agenda, it’s critical to set up parameters for topics and speakers. A good best practice is to limit an individual’s time speaking on one topic to three minutes. A well-trained community manager can help you create and facilitate helpful parameters for your next board meeting.
All boards should adhere to a code of conduct that is outlined in your governing documents. Having a code of conduct in place prior to board meetings helps ensure a respectful, courteous and engaging environment. The code of conduct may include time limitations on speakers and identify who can attend and speak at meetings. Your Nevada association management company should help you develop and enforce a solid code of conduct.
Actively listening goes a long way with your fellow board members and residents. By making an effort to listen more than you speak, you’ll gain favor with your board and the community at large. Board members and residents often just want to be heard and valued, even if they don’t get their way in the end. By actively listening to them, you are displaying genuine respect and appreciation for their concerns.
Healthy board meetings play a significant role in establishing your community or building’s reputation among residents and in the area at large. Work with your manager and management company on the best practices outlined above to help you avoid common roadblocks and hold more successful and productive board meetings, which can ultimately help enhance the resident experience and property values.