It is not uncommon for Board meetings to run longer than planned. For the most part, Board meetings should not take longer than two hours. In order to avoid meetings taking longer than expected, it is important to have a Board Agenda planned for each meeting.
Board Agendas should be created by the President (since he/she will be conducting the meeting) with assistance from the property manager. The heading on the Board Agenda should include a brief synopsis of what the meeting will entail, including the date, time, and location the meeting is being held at. Following the header should be the meeting sequence, or agenda for a meeting utilizing Roberts Rules of Order Newly Revised (RONR).
An example of a meeting sequence is as follows:
A. Establish quorumB. Call to Order
C. Minutes Approval (previous meeting)
D. Reports
(1) Board members
(2) Standing Committees Chairs
(3) Task Forces or Select Committees Chairs
E. Unfinished Business
F. New Business
G. Announcements
H. Adjournment
*Note for Condominium and Cooperative Associations: The board must include a time on the agenda at each board or committee meeting for owners to have an opportunity to speak on the published agenda items.
To make sure your meeting goes as planned, there are a few steps the Board should make when planning for a Board meeting. First, it is advised that condo and HOA Boards send every Board member a Board Meeting Package. This package should be given to a Board member at least three days before the meeting date. The Board Meeting package should include all the information that will be discussed at the meeting, giving them time to review and prepare beforehand. Unfinished business from the previous meeting should also be included to give the Board enough time to review. Another tip is to limit reports to an allotted amount of time, highlighting key points from their report(s). Members should also avoid reading minutes verbatim, as both will use up valuable time. At the time of the meeting, members should be given time to speak regarding any old or new business before voting on a specific item. Doing so will allow members to have a clear thought process and be able to decide on the issues at hand without the opinion of another party.
Does your condo or HOA Board follow an agenda when hosting a meeting? If so, do you believe following a Board Agenda is beneficial to the participants at the meeting? Let us know in the comment section below.