How to run a condominium meeting

4/23/2013

by

Matthew J. Wilson  

|  Lerners LLP 

Are you the Director of a Condo Association or Condo Board? Efficiently and effectively running a
Board Meeting can be harder than it sounds. To ensure you are making the most of everyone’s time,
 follow these easy tips. As always, Lerners LLP is here to help you every step of the way:

1. Keep Board Meetings Between 45-90 Minutes

You will lose your audience if they it runs any longer than this, and the number of people willing to
attend them in the future will diminish.

2. Be Fully Prepared for Your Meetings

If you have a management firm, then have your Property Manager provide the Board with all information
necessary to be dealt with at the board meeting. If no Property Manager is in place, ensure one of the
Board Members has the following ready:

a. An Agenda;

b. A copy of the last Meeting Minutes;

c. A copy of the most recent Financial Statements;

d. Reports from any Committees your corporation may have; and

e. A Management Report.

3. Ensure Every Member of the Board Has Read the Materials Provided before the Meeting

4. Include Timelines in Your Agenda – And Stick to Them!

Include a list of the items to be dealt with at each meeting, but also ensure a reasonable amount of time
is tabled for the issue. Then, make sure you stick to the time slot allotted. If you run out of time, table the
item until the next meeting. This will ensure your meetings run efficiently, and it encourages Board
Members to ask their questions before the meeting.

5. Approval of the Meeting Minutes Should be a Formality

Ensure the last Meeting Minutes are correct before the next Board Meeting. Your approval is merely an
indication that the minutes correctly reflect the decisions made at the last Board Meeting.

6. Have the Treasurer and Property Manager Communicate Regarding the Financial Statements before
 the Meeting

These reports, prepared by your management firm, should include a report on any large variance
between the budgeted figures and actual figures. Make sure these two players have talked before the
meeting to discuss any issues, which can ensure the accurate answering of questions before and during
 the meeting.

7. Ensure Your Management Report is Always Up-To-Date

The effectiveness of your meetings is directly linked to this report. Have the report divided into the
following sections: an update on outstanding issues, new issues requiring decision, and items for the
 board’s attention. Having important documentation ready prior to the meeting, like quotes, will help
your Board make decisive decisions.