How to Manage Personalities

Thank you in advance to HOATalk members for helping me out. Still consider myself a "new" president, although with almost three years accumulated in two states, there is plenty still to learn. I strive to improve!

As many assocations, finding volunteers to distribute the work is challenging. Recently, I have had a couple of residents voice complaints of our ACC chair. This year, the BOD has been taking a strong stance on enforcing ACC process and guidelines for approval, as it has been relaxed over the years. (Example, my research in official records from 10+ years do not show ACC requests/approvals for many existing things/structures that require approval per governing docs.) In our small community of longstanding residents, it is difficult to find "perfect" volunteers. I appreciate them all, and recognize the varying qualities they bring to the table. The ACC chair is most valuable in his knowledge of structures and grounds, he is proactive, and detail oriented. Upon receiving a couple of ACC requests for modifications (deck building, garage enclosure) that had only a couple of sentences in description, the residents were asked to provide more info as specified on the form. (Colors, drawings, pictures, copy of plat - you know the drill!) Now the two residents are stating the chair is rude, etc. and inferring he needs to be replaced. I have two other ACC members - but neither is as proactive or involved as the chair. I admit, the chair may appear intimidating and can sound gruff, but I have no firsthand knowledge of the incidents to react in removing the chair. I'm using my best judgement now and will continue to monitor, but when does "rude" warrant removal if someone is doing the job we need? I've got a couple of perceived "nice" volunteers, but they find it difficult to tell their neighbors "no."

Also, what is the best way to diffuse members at BOD meetings voicing personality conflicts and heresay that is non productive. We do not enforce Roberts Rules as usually not necessary, but sometime during Open Forum, the personal attacks and embellishments get out of hand. I need a canned statement to use, because honestly, I keep getting caught off guard and sitting there speechless. I'm not perfect either! Should I say "Please keep your comments under three minutes...?" Then when they go on, how do I cut them off? We need a point, not a venting session! How do I articulate that without further enflaming the situation? Or just ask at the beginning of open forum to limit to three minutes (per FL Statutes)? I dislike restrictions, as most folks are reasonable and fair, but there is always one member that gets stirred up at length.

Thanks again for your seasoned advice.

Our board became a social club, so we changed the format. Members can only comment on items on the agenda for no more than 3 minutes.

Barbara

Robert,

The members had been allowed to speak on anything they wanted to in the "homeowner participation" part of the meeting. This is the way it has been for 6 years. Like I said this board has changed meeting format.

thanks
Barbara

Barbara, I took your statement to indicate the owners were allowed to participate in the agenda discussion, if not,..... good.

I am sure you are aware that Rome wasn't built in a day and neither will the complexion of boards be formed over night. That is why it is important to get off on the right foot and started down the road straight.

I think you are aware of all this and just need to remind yourself to be patient, consistent, and in charge. People normally respond better if they know the standing rules and it would not hurt to preface each meeting with thew restrictions
I think Susan would agree the job of conducting a association meeting amounts to leading an orchestra. You want to get the best of everyone at the meeting, and each owner deserves a shot. but as you know, some will be a pain....again patience and control is the way to go. Just went to our Board meeting last night. New board since April. President absolutely controls the meeting and sometimes he is dead wrong but he keeps the meeting moving and corrects any issues after meeting. Don't know if I am happy about all the stuff going on, but, he's driving the train and just his demeanor gives one confidence.

KM, I would ignore the complaints against the ACC chair unless there are more than a couple. It more than likely means he is doing his job. As to your meeting problem, it’s your meeting and you need to control it. We developed a code of conduct for meetings and had a sign made ($50-60) for the meeting room.

Welcome to the Happy Daze Board Meeting

This meeting is for the Board to conduct the business of the Association; homeowners are welcome to observe as long as they follow the rules of conduct and may speak during the comments section of the meeting.

1. Participants will only speak at the invitation/recognition of the Chair.

2. Speaking time will be limited to three minutes; no one may speak a second time until everyone has had an opportunity to speak once.

3. Homeowners may only speak about items covered in the meeting. If a homeowner wishes to speak on a subject not covered in the agenda, they must contact the Management Company one week prior to the meeting and ask to be placed on the agenda.

4. There will be no tolerance for abuse, the use of derogatory remarks, foul language, personal insults, threats or any form of discrimination.

5. Participants will respect the views of others and allow others the opportunity to speak without interruption.

6. If the Meeting Chair believes that a participant is in breach of the Code of Conduct, he or she will request the individual to leave the meeting.

7. In the event of disruptive or disrespectful behavior, the Board of Directors may adjourn the meeting upon a majority vote, until such time as the members are again able to conduct themselves in a dignified, civil, and respectful manor.

I would add a couple things to Glen's excellent list.
1. Sign up in advance to speak and limit total time for homeowners input to 30 minutes. Then the chair can determine how much time (up to a max of 3 minutes) for each speaker. Encourage expanded written input when the time is not sufficient for everything an owner wants to say.

2. Do not allow any discussion during the homeowners' input. The Board can determine what actions they want to take; can make motions; have discussion between Board members; and vote under new business when allowed and applicable.

Barbara,
My intent is to suggest that the owners be given a chance to speak, but not during Board discussion about a matter, any matter that requires the board to render a decision.
If you allow the owners to speak on agenda items, I would suggest you have an owners spot at beginning of the meeting and the board can weigh what is said but the vote of the Board is by motion, followed by discussion, then a role call. Nowhere in this process should owners be involved, it has to be a vote of the board by motion. Many associations do not have open meetings, some not legal but some states do not require open meetings. Some do not allow owners comments, to me, I would push my board to hold open meetings, if fact, we did force them to hold open meetings a few years ago.