Meetings

Meeting Moment – Using Motions

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One of the things presidents fear most about chairing their annual meetings is when emotional homeowners raise a subject that is not part of the agenda.  This action could, if not properly handled, start the spiral that sends a meeting out of control.  As the meeting chair, how should you handle that moment when a homeowner brings up something new and controversial?  What is the best way to keep the meeting from descending into chaos?

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Meeting Moment - Top Annual Meeting Tips

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The annual meeting – the most important meeting of the year – is approaching.  Often the annual meeting is one of the only times the community gathers.  As president of your community association, what can you do to get the most out of the annual meeting, make it positive for the community and as stress-free as possible?

 Parliamentary Tips: 

 The following 10 tips will help you run a fun, energizing and meaningful annual meeting with confidence:

1. Prepare and use key meeting management tools:  a timed agenda, a form of minutes and a script. 
2. Prepare your meeting script as if you’re talking to a new homeowner – explain everything, especially any unique traditions your association follows. 
3. Build in enough time on the agenda for the owner’s forum.  Let everyone have their say, but be prepared to graciously and firmly move the agenda along.
4. Review your conduct of meetings policy well ahead of time so the board can update it if necessary.  Have copies available at the registration table.
5. Review methods of voting, including how to run an election.  Be ready to handle votes on unexpected motions, too.
6. Thank staff, board and volunteers – especially outgoing board members – early and often.  Consider giving detailed introductions of everyone with a role in the meeting, by reciting their past service to the association, specifically acknowledging and thanking them for their recent accomplishments. 
7. Encourage as many people as possible to have a role in the meeting.  For example, give committee chairs the opportunity to both give a brief report AND recruit new members.
8. Welcome new owners.  If your meeting is small enough, give them the opportunity to say a few words about themselves.
9. Give a brief but substantive president’s report, which covers:
1. what the Association accomplished over the past year
2. your goals for next year, and
3. what is great about your community
10. Enjoy yourself!

By: Amelia J. Adair

Psychology of Meetings

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Do you hate board meetings? If your answer is yes, have you ever asked yourself why? Is it because everyone in attendance is not engaged or maybe you simply do you not care for the discussion topic? Maybe you find yourself spending more time wondering what everyone else is thinking and how that translates into their behavior. The latter is what we refer to as the psychology of meetings. Analyzing who participates in meetings and why, helps us understand how to conduct effective and productive meetings where everyone walks away feeling they have gained something in way of knowledge or perspective.

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Meeting Moment - Annual Meetings

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Annual meeting time is just around the corner.  For board presidents who don’t have much experience moderating meetings, that annual meeting can be the most intimidating thing on your calendar.  Well, maybe the MOST intimidating thing is the idea of moderating that annual meeting with “Mrs. Jones”, a formidable retiree who’s a stickler for proper procedure, sitting front and center as she does every year.  She likes to make motions, objections, and often ties the meeting up in knots.

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