Elite Management Professionals
Homeowners Toolbox
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To ensure the effectiveness of board meetings, it is important for boards to organize and plan their association meetings carefully. While the style and format of meetings may vary for each board, there are some general principles that can help make meetings more effective.
Here are some helpful tips to enhance the efficiency of your meetings:
- Limit the duration of meetings to one hour, with a maximum of two hours. This will prevent participants from becoming fatigued during discussions.
- Share the agenda with all participants before the meeting. This allows members to come prepared and engage in productive discussions and voting on agenda topics.
- Use Roberts Rules of Order. Â
- Encourage relevant vendors to attend the meeting. Their presence can help explain proposals, review reports, and address any questions from members.
- Establish a participation procedure for open membership meetings. Clearly outline proper meeting conduct to ensure that everyone understands the rules.
- Stick to the agenda during the meeting to maintain focus and avoid unnecessary diversions.
When determining the format for your meetings, it is advisable to review your community bylaws and applicable state laws for guidance on required structure and procedures.
If you’re new to Roberts Rules of Order, it’s beneficial to acquaint yourself with its fundamental principles. Adhering to these guidelines, or a simplified version, can streamline discussions and ensure accurate recording and conduct of board votes. Fortunately, there are numerous online resources available to assist you in mastering Roberts Rules of Order.
If you’re new to Roberts Rules of Order, it’s beneficial to acquaint yourself with its fundamental principles. Adhering to these guidelines, or a simplified version, can streamline discussions and ensure accurate recording and conduct of board votes. Fortunately, there are numerous online resources available to assist you in mastering Roberts Rules of Order.
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If your board requires additional resources or assistance with conducting effective meetings, please reach out to our team. We will be glad to support you in this endeavor.
As a board member, it is important to be aware of the responsibilities outlined in your community’s governing documents and state law. These responsibilities may vary from one community to another. However, what many board members may not know is that they also have certain rights. These rights provide protection and access to information.
To help board members understand their rights and responsibilities, our team encourages membership in the Community Association Institute (CAI). You can find more information about board member rights and responsibilities in CAI’s document titled “Homeowner Leaders Rights & Responsibilities.”
If you believe that your board is not fulfilling its responsibilities or facing limitations on its rights, please contact our team. We are here to help ensure that your board gets back on track.
Each community operates under its own distinct set of governing documents. As a board member and community leader, it’s essential to grasp and adhere to these documents while overseeing community operations.
When delving into the various documents specific to your association, understanding their purpose and hierarchical structure is paramount. This knowledge aids in navigating any inconsistencies that may arise among the documents.
Outlined below is a hierarchical list of typical documents falling under the “governing documents” umbrella, along with a brief description of each:
Outlined below is a hierarchical list of typical documents falling under the “governing documents” umbrella, along with a brief description of each:
- Recorded Map, Plat, or Plan: This document, recorded with the state before the first home sale in a planned community, delineates community boundaries and identifies unit, lot, and common area locations.
- Declaration of Covenants, Conditions, and Restrictions (CCR’s or Master Deed): These documents delineate the rights and obligations of each owner within the association. They also encompass provisions regarding association responsibilities, community restrictions, and assessments.
- Articles of Incorporation: Establishing your association as a nonprofit corporation, these articles include vital details such as the incorporation date, organizational purpose, and issuance of stocks (typically not applicable unless your association is classified as a cooperative).
- Bylaws: Offering operational guidance, bylaws provide instructions to the board on quorum and meeting notice requirements, board election processes, and general board duties and powers.
- Board Resolutions: These are formally adopted motions made by the board, providing additional guidance on matters like architectural guidelines, community rules, amenity rental procedures, and delinquency collections.
- Architectural Guidelines: Often detailing the architectural approval process, this document provides clarity on general covenant restrictions, including permissible and prohibited elements within the community.
- Community Rules & Regulations: Offering detailed guidance, this document outlines specific community rules and regulations. It’s imperative that these rules align with the association’s Declaration of Covenants, Conditions, and Restrictions/Master Deed.
- Amendments to Above Documents: Associations may find it necessary to amend original documents to meet evolving needs. Amendments may clarify existing language, introduce new provisions, or remove obsolete items. It’s crucial to ensure that amendments do not impose stricter regulations than originally drafted. Legal review by the association’s attorney is recommended for all amendments.
Should your board require assistance in locating or comprehending your governing documents, our team stands ready to provide support and guidance.
When conducting meetings of the Association, it is important to keep meeting minutes. Meeting minutes are typically required by your community’s bylaws and state statutes. The responsibility of maintaining association records is often assigned to the board secretary. If you have volunteered to serve as your board secretary, don’t worry, meeting minutes are simpler than you think.
According to Robert’s Rules of Order, “minutes should be a record of what happens at a meeting, not what was said by members or guests attending
According to the Community Association Institute (CAI), meeting minutes should simply include:
According to Robert’s Rules of Order, “minutes should be a record of what happens at a meeting, not what was said by members or guests attending
According to the Community Association Institute (CAI), meeting minutes should simply include:
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Actions taken - The reason why they were taken
- Board voting record on the topic
Actions taken- The name of the person seconding a motion
- Remarks made by guests or board members on the subject
- Personal opinions on anything said
- Motions that were withdrawn (with some exceptions as per Roberts Rules of Order)
The name of the person seconding a motionWhen conducting meetings of the Association, it is important to keep meeting minutes. Meeting minutes are typically required by your community’s bylaws and state statutes. The responsibility of maintaining association records is often assigned to the board secretary. If you have volunteered to serve as your board secretary, don’t worry, meeting minutes are simpler than you think.
According to Robert’s Rules of Order, “minutes should be a record of what happens at a meeting, not what was said by members or guests attending
According to the Community Association Institute (CAI), meeting minutes should simply include:
According to Robert’s Rules of Order, “minutes should be a record of what happens at a meeting, not what was said by members or guests attending
According to the Community Association Institute (CAI), meeting minutes should simply include:
- Actions taken
- The reason why they were taken
- Board voting record on the topic
- The name of the person seconding a motion
- Remarks made by guests or board members on the subject
- Personal opinions on anything said
- Motions that were withdrawn (with some exceptions as per Roberts Rules of Order)
As a board member, you play a vital role in shaping how your association engages with its members. Your decision to volunteer for your community board reflects a deep commitment to your neighborhood. To ensure that your intentions translate into successful outcomes, establishing a standard code of conduct for board members is beneficial. According to the Community Association Institute (CAI), such a code should foster an environment of open dialogue, respectful debate, and mutual understanding among all community members.
At Elite Management Professionals, we fully endorse CAI’s recommendation for communities to embrace a civility pledge alongside their code of conduct. This pledge reinforces the principles of respect and cooperation within the community.
For expert assistance in implementing a Code of Conduct or adopting the CAI Civility Pledge in your community, please don’t hesitate to contact our team. We’re here to support you every step of the way.
Volunteering to serve your community as a member of its Board of Directors demonstrates your dedication to the community. We appreciate the commitment you have made and want to assure you that our team is here to help you navigate your new duties and responsibilities successfully. If you have never served on a board before, you may have questions about your role – what it means to serve on a board, what your responsibilities, rights, and limitations are.
Becoming a board member entails more than simply attending occasional meetings. It involves taking on the responsibility of running a business. As a board member, it is crucial to understand the limitations and guidelines for your community, including specific governing documents, state and federal statutes, and regulations. Additionally, you are entrusted with preserving and protecting your association by fulfilling fiscal responsibilities.
If all of this feels overwhelming, don’t worry – our team is here to support you! We have a dedicated team of professionally trained Community Association Managers who can help you prepare for success in this new endeavor. We offer personalized board orientation classes as well as general educational seminars.
If you are ready to get started but need guidance on how to begin on the right foot, please contact our team today. We will be happy to assist you as you embark on this journey.
At Elite Management Professionals, we understand the importance of continuous learning for board members in the ever-changing world of community associations. Whether you are a newly elected board member or have served in the past, there is always an opportunity to enhance your knowledge and skills. That’s why we offer board training seminars to help our partner boards lead their communities effectively and proactively.
Throughout the year, we hold seminars on various topics that may be of interest to you. Some of these topics include basics:
- HOA understanding
- Collections
- Reserve studies
- Proper planning
- Landscaping, and amenities management and maintenance.
Serving as a board member of your community is a commendable action. At Elite Management Professionals, we understand that navigating the intricacies of your community and meeting the needs of homeowners can be overwhelming.
To start your service adventure, we recommend educating yourself on your new role. Begin by reading your community’s governing documents and reviewing relevant state and federal statutes. If you’re new to serving on an association board, it’s important to familiarize yourself with the role of a board and the specific duties of your officer position.
Our team is here to provide the education and guidance you need to become an effective board member. If you’d like to discuss how we can assist you, please let us know.
The Community Association Institute (CAI) is a professional non-profit organization that serves as a great resource for familiarizing yourself with effective board member practices. CAI offers a comprehensive guide called “Board Member Tool Kit,” which covers important topics such as the role of your board, officer positions, working with professional partners, finding community volunteers, and more.
As a volunteer in your community, we recognize the value of your time. Balancing your commitment to serving your community with other personal responsibilities can be challenging. That’s why it’s crucial to keep your board meetings on track. We’ve observed that board meetings often extend for multiple hours with little productivity. At Elite Management Professionals, we believe that productive board meetings should typically last no more than two hours, with most meetings being completed within an hour.
Effective meetings begin with preparation. “Plan the work and work the plan” is an adage that rings true for board meetings. To ensure proper planning, you need two essential tools: your agenda and adherence to Robert’s Rules of Order.
Your agenda serves as the roadmap for the meeting. We recommend that your board president collaborates with your community manager to develop the meeting agenda well in advance. It’s essential to solicit input from the entire board to ensure all members feel valued and included. Recommended agenda topics from board members should be included as time permits. If your agenda becomes overloaded, consider reserving non-time-sensitive topics for future meetings.
Once the agenda is finalized, distribute it to your board for review and consideration before the meeting date. This allows everyone to come prepared to discuss agenda topics effectively. If your board frequently gets stuck on specific topics or veers off-topic, consider implementing a timed agenda. Timed agendas allocate specific time slots for each item, keeping meetings focused and efficient, especially when dealing with a lengthy agenda.
Pairing your agenda with Robert’s Rules of Order, or a simplified version for smaller groups, is essential. These rules provide guidance on running a meeting properly, ensuring productive discussions and forward momentum. By establishing a proper process for addressing and reviewing actions, your board can stay focused on the tasks at hand.
For further guidance on conducting effective meetings, please explore the resources provided by local association attorneys below or contact our team to schedule a personalized guidance session.
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