Conducting Meetings, 2nd ed.
A Guide to Running Productive Community Association Board Meetings

ISBN: 978-1-59618-003-1
2006, 66 pages
2nd edition
Author(s): Various
Editor(s): MJ Keats
Product Format: Book
Item #: 0031
Members-Only Sale: USD $10.00
Members: USD $13.20
Non-Members: USD $22.00
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Proper preparation is the key to productive meetings. Do you know the best place to hold a meeting, and how to stay on the agenda? Do you know how to take meaningful minutes and when and how resolutions should be used? Chapters on tape recording meetings and conducting executive sessions answer some common questions about what's practical and what's appropriate. Of particular interest are tips on effective ways to deal with difficult people and situations that arise in community association meetings.

Contents

Chapter 1—Proper Meeting Preparation
Advance Planning Boosts Board Productivity
Board Packets Reduce Meeting Times
Boards Can't Conduct Business in the Kitchen
Chapter 2—Staying on Course
Steering the Decision-Making Process
Parliamentarians Offer Guidance on Meeting Procedures
Swatting at Gadflies
Meeting Myth-Understandings
Making the Most of Limited Meeting Time
Chapter 3—Taking Meeting Minutes
Make Meeting Minutes Matter
Minutes and Resolutions: The Legal Perspective
Chapter 4—Tape Recording Meetings
Boards, Meetings, and Videotape
Tape Recording Meetings
California Association Televises Board Meetings
Chapter 5—Executive Sessions
Behind Closed Doors
Open and Shut Meetings

Excerpt

It's the monthly board meeting, and you're meeting in the kitchen of the president's home. The first item on the agenda? Chaos. As the secretary reviews the minutes, Little Jimmy, the president's three-year-old son, bangs a drum and parades around the table. Older son Joey fights with his sister over the television, which is only slightly louder than an Apollo moon launch. Freida, the treasurer, continually leaves the table to grab doughnuts, while Fred, a homeowner whose voice is actually louder than the TV, lobbies for approval of his Brady Bunch garden gnomes. With each interruption, the discussion strays to new and unrelated topics—when Freida explains the relationship between pet problems and UFO abductions, the president searches for the agenda, which, unfortunately, was eaten by the dog. Finally, after four hours and 16 minutes, the meeting adjourns, due to a lack of additional doughnuts.
 
This is not the way to hold a board meeting.
 
A board meeting is not a social gathering. It isn't a time to gossip, socialize, or promote a personal agenda. It's a business meeting. And if your board meetings are lasting longer than two hours—with little accomplished—then something is wrong. Maybe it's the venue. Maybe it's disorganization. Maybe it's lack of leadership.
 
Unproductive meetings create unproductive boards. They increase frustration, destroy morale, and make it harder to recruit volunteers. They also waste everyone's time.
 
A compilation of previously published Common Ground™ and Community Manager articles, this book helps community association directors and managers organize and orchestrate effective, efficient board meetings. It also discusses how to take proper meeting minutes, the potential benefits and drawbacks of recording meetings, and appropriate agenda items for executive sessions.
 
Productive board meetings are the foundation of a successful community association; by taking the right steps, directors and managers will be able to conduct them effectively.
 

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