Meetings are an important part of a functioning association, a space for your community to come together to talk through issues, improvements, and more. To manage meetings efficiently (and politely!), associations should look to Robert’s Rules of Order, either as a guideline or something to follow to the letter – whichever functions best for the association.
Proceeding with the Meeting
Meetings should start with a call to order, typically done by the president or other officer presiding over the meeting if the president is not in attendance. This marks the official start of the meeting. After the meeting is called to order, the minutes from the prior meeting can be approved if a quorum is present as required by each association’s governing documents.
Once the meeting has begun, the presiding officer can begin to move through the meeting agenda. Agendas are a key part to keeping conversations on track during meetings run according to Robert’s Rules. They are comprised of a list of topics, usually a mix of new topics and old ones, and should specify the amount of time that will be devoted to the discussion. The agenda is provided to homeowners prior to the meeting date so owners will know what they can expect.
Before homeowners speak during meetings, they must be given permission by the officer presiding over the meeting. Hand-raising during virtual meetings or in person meetings can be a good way for owners to call attention to the fact that they would like to be recognized to speak. This process keeps meetings from running overtime or getting derailed by many people trying to speak at once.
If a vote is to be made during a meeting, a motion must be made that specifies exactly what the vote is to be on. Then the motion must be seconded, usually by an elected officer, after which a formal vote can take place. If the motion is not seconded, the vote cannot proceed. Alternatively, votes can be taken by ballot outside of a meeting, where the information for the vote is provided in advance.
Meetings must have time for homeowners to be heard about additional concerns or questions they might have, as owners have the right to be heard at meetings, though board members do not need to address items that did not appear on the agenda. Typically, a homeowner forum will take place at the end of a meeting, after all items on the agenda have been discussed. Homeowners raising points during the forum are expected to be recognized prior to speaking and to limit their speaking time to allow for others to be heard. The presiding officer can close a homeowner’s discussion if it is taking too long or the same points are being repeated.
Courtesy for All!
Finally, meetings should be conducted in a respectful manner by both presiding officers and homeowners. Though discussions may have controversial topics for a community, all in attendance are expected to be polite and mindful of their fellow attendees’ time.
