This is the second part of two posts that address annual meeting participation.
Last week we focused on advance planning and preparation for community association annual meetings. This week’s post will discuss the election of board directors and conducting effective and efficient meetings.
More Advance Planning for the Election of Directors
The most important part of an annual meeting is often the election of directors. Finding community members willing to serve can be difficult. Boards that simply wait for the meeting to ask for nominations from the floor are doing a disservice to themselves and their communities.
Attempt to recruit nominees in advance, if possible, but do so according to any governing document procedures or requirements. Make sure to set out time at the annual meeting for nominees to speak to the membership. It may also be possible to have nominees submit a “platform statement” that accompanies the meeting notice.
Conduct an Efficient Meeting
Owners are more likely to participate in association annual meetings now and in the future if they know the meeting will be organized, respectful and efficiently run. Remember, the actual association business that must be accomplished at the annual meeting is usually very limited.
In fact, it is not uncommon for an association to be able to hit all of its required agenda items in thirty to sixty minutes. This makes it much easier to keep the business portion of the meeting well organized and to-the-point. Director and committee reports should be scripted. Boards should follow the meeting’s agenda, and to stick to pre-set timelines. Doing so shows respect for attendees’ time, and deference to the planning and forethought that started months ago.
The Association Wins
A community association that plans well in advance, combines the required business meeting with a social activity, and keeps the meeting organized and succinct, can transform their dreaded annual meeting into a successful affair.
One final tip: Do not leave quorum to chance. Solicit proxies in advance!
As always, please feel free to contact me with specific questions on this or any topic of interest to you regarding common interest associations.