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Want to engage your residents, have open communications and more effective and efficient operations?

1. Annual Meeting

Not only is it required by law, but it provides a great

opportunity to review prior year’s accomplishments and to

share the goals for next year.

For any business, the Annual Meeting is always an

important gathering of stakeholders. While your

association may not seem like a "business" enterprise,

there is certainly important business to transact at the

Annual Meeting, and your residents will expect this

meeting to be conducted accordingly.

2. Regularly Scheduled Board Meetings

It is important to have the meeting dates scheduled for the

entire year so residents can plan on attending.

The purpose of a Board Meeting is to conduct business of

the association, but not necessarily to elicit comments,

complaints, or concerns from residents. Nonetheless, the

consistency and transparency provided is helpful in

creating community.

3. Committee Meetings

Board meetings should focus on making decisions and

committee meetings should focus on brainstorming.

Each committee should focus on one concentrated area of

the association, and their meetings should focus on how to

achieve certain goals. The committee should then create

an organized plan to present to the board for approval at a

regularly scheduled board meeting.

4. Executive Board Meetings

Executive Board Meetings are held following the regular

board meeting, for reviewing sensitive and personal issues


such as collections, compliance hearings, and legal

matters.

This is the time for residents to speak individually with the

board about issues directly concerning them personally,

such as disputing a compliance issue.

5. Town Hall Meetings

Should be held to discuss one or two specific items that

require community input. Dues increases and changes or

additions to rules or the declaration are common topics.

It is common, but not appropriate, for town hall meetings

to be open-ended events where boards open the floor to

listen to residents’ concerns; however, that leads to

unproductive complaining, making the board

uncomfortable and defensive. The appropriate meeting to

listen to residents is coffee and conversation with the

board.

6. Coffee and Conversation with the Board

When a board wants to engage residents in an open format

the best way to do so is with a casual one-on-one

conversation with a board member to discuss any

concerns and ideas about the association.

This informal and non-threatening environment, prevents

a mob mentality, prevents heated debates, and provides

an opportunity for quiet and shy individuals to have a voice.

Conclusion:

A schedule and outline of the types of meetings held by

your association, and the expected business to occur at

each one, will help set expectations among residents and

encourages understanding of the association's operations.

This goes a long way toward keeping residents satisfied,

enabling more efficient operations and building a solid

sense of community.


By Arnold A. Barzak III, CMCA, AMS, PCAM

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