Part of my job as a community supervisor is to attend monthly Board meetings at several of the communities I manage. These meetings can run the gamut from casual, polite affairs where the business of the community is discussed in a rational, business-like manner — to all out slug fests where all manners and professionalism are cast aside in lieu of insults and arguments.
While it is not within the guidelines of my position to manage the emotions of these Board meetings, I have noticed that there are a few guidelines that, when followed, can ensure a better, more effective meeting experience for Board members, homeowners and management alike – and it is those guidelines that I’d like to share today.
Guideline 1: Education. While they are not required to, most Board meetings follow the parliamentary procedure called Robert’s Rules of Order. This procedure ensures a certain uniformity and professionalism that allows for constructive business decisions and debate. It is certainly in the best interest of any current or future Board Member to pick up a copy for study.
Guideline 2: Focus on the best interest of the community as a whole. It is the Board’s job to act in the best fiduciary interest of the community as a whole. When each Board member focuses on this goal, it ensures that personal agendas and grudges do not find their way into the decision making process.
Guideline 3: Keep personal feelings out of the Board room. It’s a fact that no matter how much we’d like to, we don’t always get along with everyone, and there are certain personality traits that are completely disagreeable to us. That’s okay. It is not okay to let these personality traits effect how you go about managing your decisions or how you manage your position on the Board. Remember guideline 2 — homeowners are counting on you to keep their best interests in mind, and surely took this into account when voting you into your position.
Guideline 4: Actively listen. Before disagreeing with another Board member’s position, actively listen to what they are saying and genuinely attempt to see the matter from their point of view. This will ensure that you gather all of the information necessary to reach an informed decision.
Guideline 5: Understand the position(s) of homeowners at the meeting. Homeowners, while sometimes angry or inflammatory, are allowed to attend Board meetings and are allowed to contribute…during the open homeowner forum. It is best not to engage homeowners in lengthy debates or arguments during the Board meeting. Instead, learn to listen, acknowledge and explain that the Board will “take the matter under advisement”.
In conclusion, it is important that all parties to a Board meeting act in a professional manner that best represents the ideas, goals and business of the community in which they live. While this is not always an easy task to manage, it is a worthwhile goal for all current and future Board members to strive toward.
For more information on Board meetings, or to request a proposal, please contact me at 310-622-7012 x180.