Effective board meetings are a cornerstone of success for well-run community associations. They foster communication, collaboration, and informed decision-making. Use this checklist as a roadmap to ensure your board meetings are productive and efficient, keeping your community thriving.
1. Preparation Before the Meeting
Notice of Meeting: Ensure timely notice with the date, time, place, and nature of the business. Notice must be given by the appropriate authority.
Agenda: Prepare and distribute an agenda, listing matters in a logical sequence to all attendees before the meeting.
Quorum: Confirm the number required to constitute a quorum per the bylaws.
2. Opening the Meeting
Convene: Ensure the meeting is properly convened with timely notice and correct authority.
Quorum Check: Verify that a quorum is present at the start and throughout the meeting.
Call to Order: The presiding officer opens the meeting.
3. Conducting the Meeting
Approval of Minutes: Distribute minutes in advance and use unanimous consent for approval.
Financial Report: Treasurer highlights key points of the financial statements.
Committee Reports: Address reports that require no action quickly by asking for questions and then moving on.
Main Agenda Items: Debate substantive or contentious items, ensuring all viewpoints are heard.
4. Managing Motions
Introduction: Member introduces motion; another seconds it.
Stating Motion: Chair states the motion clearly.
Debate: Allow discussion, ensuring all voices are heard.
Voting: Conduct vote and announce results.
5. Presiding Officer Duties
Governance Compliance: Ensure meeting adheres to the Association's governing documents and relevant laws.
Recognition: Acknowledge and give the floor to members entitled to speak.
Motion Handling: Ensure all motions are properly noticed and within scope.
Order and Decorum: Maintain order, rule on points of order, and respond to parliamentary inquiries.
Expedite Business: Manage time efficiently, handle routine items swiftly, and ensure substantive items are fully discussed.
6. Closing the Meeting
Adjournment: Declare the meeting adjourned after all business is completed or if a quorum is lost.
