Board meetings bogged down

Started by ArtT5 • 9 replies • 1258 views

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ArtT5 (Illinois)
Posts: 84

Posted:

Our association's board meetings tend to get bogged down in handling routine matters often having to do with landscaping details. It makes for a long, boring meeting, and more importantly, distracts the board from attending to issues of greater importance. I'm wondering how other boards manage this issue.

PitA
Posts: 1,416

Posted:

? What issue ?

Simply follow the landscaping design as originally built.

? Not enough drama ?

Begin a discussion, or take a vote.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Can you provide an example of a landscaping detail?

For issues that are controversial or will require a lot of discussion, we have done the following:

1) Table if there is a lot on the agenda (we try to keep meetings no longer then 90 min)

2) Move that issue to the end of the agenda (so other issues can be resolved quickly - also sets a time limit on how long to discuss)

3) Assign a committee to review options and make a recommendation - the board then talks about the recommendations (which can minimize the discussion time)

NpS (Pennsylvania)
Posts: 4,216

Posted:

Landscaping is the most visible service we provide to our small townhouse community.

We designated one board member as the primary contact with our landscaping company. As long as he stays within the board-approved budget, he is authorized to make day-to-day decisions.

If his decisions could affect the HOA budget, he brings it up at our board meetings.

Homeowners can raise issues at any time via email. Our designated board member responds to those emails within days of receipt.

Although PA is not an open meeting state, our approach of delegating day-to-day decision-making (to a board member, committee member, or PM/MC) could work for you. Less wait = less frustration. Less venting. Few surprises.

Sikubali jukumu. Read all posts at your own risk.

ArtT5 (Illinois)
Posts: 84

Posted:

Thanks for the replies. To be more specific, we have discussions in two areas. One is complaints about the landscaping services. They did an inadequate job fertilizing, for example. The other approving specific services, from grub control to tree replacement. My main concern is loss of board effectiveness due to the amount of time being consumed with these details as opposed to more important issues. We have a buildings and grounds committee, but more than half our board meeting time ends up being being spent on these matters. I've heard that many association boards meet quarterly but our board has a full agenda for monthly meetings.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Well, perhaps you need to empower the Buildings and ground committee with specific budget for replanting. Then they may spend (by majority approval of the committee) up to the amount budgeted. Those who are concerned can serve on the committee.

As for complaints, they should simply be noted and used as a basis for evaluation when rebidding the contract.

Don't feel too bad. We also have a full agenda for monthly meetings.

The secret is to empower and delegate those matters that don't really require Board level decisions.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Oh, we also insist on written reports from committees and Officers. This keeps things moving and minimizes most discussions and side track conversations.

LarryB13 (Arizona)
Posts: 4,099

Posted:

Art,

Most boards have pretty much the same problem with getting bogged down and for one simple reason: the board members are unwilling to delegate their authority to others. Each and every member feels that he must express his/her opinion on every issue, no matter how trivial it may be. When I see a board like that my first thought is always to encourage them to spend hours debating whether to buy paper clips or a stapler because there is no way a board like that should be entrusted with more important matters.

Your board needs to establish a landscape committee and empower it to make all landscape decisions. The second part is the toughie because each and every board member will want to express his or her opinion. The board members have to agree that too much time is wasted on landscape discussions and that in the future all such discussions must take place at meetings of the landscape committee. Then they have to actually refrain from discussing the landscape issues during the board meetings. Keep it off the agenda.

From your last post, it appears that you do have the committee but the board has failed to let it do its job. That is, your board is discussing matters that should have been forwarded to the building and grounds committee. Until a majority of the board agrees to hand landscape issues over to its committee your board will continue to operate as it has.

KerryL1 (California)
Posts: 14,550

Posted:

We too have had a rough time of it with landscaping issues in our condo HOA. We have no turf, but about 5,000sf of raised planters. We do have a LS committee to whom we gave a "plant replacement" budget. But the first year, it overspent by August and begged for more to finish the year. So we tightened up their charter last year, which led to more dissension and by Oct., 2 LC members were on the Board.

We loosened their charter again, they're on their own with a $9,000 budget except that they may not remove any plant/bush/tree over 5' tall.

I think what has helped us is the requirement they provide meeting minutes and of a monthly report from the committee to keep them on task.

It seems to me that I've read here previously that landscaping is one of the most contentious issues in HOAs.

Now, though, a newer member of the board, who, I must admit has learned a lot, for which I'm grateful, is taking way too much time with his opinions and reports at our meetings. (He's the treasurer) He's a very smart & highly educated man, who seems to intimidate our younger less-well educated prez, who has NOT learned much, but has been winging it.

Sorry to go on & on, but just when I think we're on a steady course, silly thing emerge that do, as you noted NpS keep us form more important topics.

KerryL1 (California)
Posts: 14,550

Posted:

Sorry, I menat ART, not NpS.

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