Running a meeting Impressively/ efficiently

Started by JosephW3 • 6 replies • 1496 views

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JosephW3 (Colorado)
Posts: 12

Posted:

I have recently been elected president of a large (1600+) membership HOA.
It is an impressive community with wonderful neighbors and I want to preside over meetings
professionally and effectively.
Does anyone have a printed protocol 1-10?
Or can you give the basics?

MicheleD (Kentucky)
Posts: 4,491

Posted:

Invest in the most recent edition of Roberts Rules of Order.

That should cover professional and effective fairly well.

I believe you can find it online, too.

JosephW3 (Colorado)
Posts: 12

Posted:

Thank you, Michelle!
I found; Roberts rules
RR in plain english
RR in Brief
Do you prefer one?

DonaldM3 (South Carolina)
Posts: 132

Posted:

I think it’s real important that you have an agenda. It appears that you are talking about a HOA meeting rather than a board meeting so a general (not real specific) agenda is fine to insure that you move along smoothly. I feel that when you get into the business section you let the owners take the lead as they commonly have many questions and comments. You need to maintain control of the meeting because it can run amuck fast if/when there is more that one HO talking at the same time.

Minutes for a board meeting should be more specific. I always research past minutes to determine any items that were discussed, not resolved and need to be revisited. A lot of discussion should not be allowed to take place on a given topic without a motion. If a motion is not soon made call for one; if still there is no motion, move on the next item on the agenda.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Joseph,
For your type application, the "in brief" or I use "RR for Dummies." The full version has situations and solutions that covers meetings for legislators and many civic type areas where your HOA would never need to know and use. Make it more understandable and use the simpler versions.

KirkW1 (Texas)
Posts: 1,665

Posted:

Two things come to mind:
1) Set some goals for the year and always try to move toward those goals.
2) Set an agenda for each meeting and let the others know in advance.

Seriously, it is all to easy to get caught up in dealing with this and that and in the end nothing really happens. If you want to get something done, then always keep the goal in mind.

RobertR1 (South Carolina)
Posts: 5,164

Posted:

JosephW,
Hey Joe,
Your post stands out like a Flashing Neon Billboard. Let me be blunt.
You really don't have much a concept of what you are getting into, do you? Reason I ask is RR seems a little bit of a surprise to you.
And I read you have an impression the we can give you advise about running your assoiation knowing you are the newly elected president to a 1600 impressive membership HOA.

Give it up Joe, we need more than that. If you are seeking the mechanics of running a meeting and you have 1600 members, I personally, would suggest you look around in some fair size city or go on line and try to find some commercial concern that deals in HOA management and sign up for some management courses. The founder and manager of this site is a good place to start. In other words, get educated and be a fast learner and somewhere down the line in six months or so decide how smart you want to be as a parlimentarian.
Another good assest is your membership, maybe you have a retired judge or lawyer that can help steer your course. Look in your community for past board members, people that have impressed you with their conduct during Board meetings and don't be afraid to ask one of these types to watch out for during meetings and appoint them as protocol advisors at the meeting and give them authority at any time to stop the meeting and get it back on track.

You can tell us if this is a rural area, how many acres, what common areas the board is responsible for, do you have active participation, is the past Board and/or Presiodent going to help or hinder, your budget, do you have a reserve, do you have any outstanding legal problems, how many foreclosures, etc. How about a Management company or a manager? Are they capable and dependable help that does not serves a different master than the BOD?
Got a buddy that can help, you wife will need to help, can/will she?
Sometime they are not available for any number of good reason.

Last, how about you? Whats your track record?'

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