As an experienced Tampa condominium association management team, we know that the heart of a community is largely dependent on a successfully operating board. This begins with running an appropriate board meeting, so we have provided tips to help your board operate to the fullest capacity.
1. CREATE A DETAILED AGENDA
According to the Florida Condominium Act, agenda items must be posted in plain sight at least 48 hours before every board meeting. For certain items, notification provided 14 days before the meeting. Since you are legally required to create the agenda, why not be meticulous about adding details that will promote an efficient meeting?
This informs owners of specific issues that will be discussed and creates an organized framework for running the meeting.
2. KEEP MEETINGS FOCUSED
Staying focused on the matter at hand is crucial to an effective board meeting. This begins with a detailed agenda, but it is also the board’s responsibility to keep comments and conversation limited to the topic on the table. If it is a topic that will have a lot of people weighing in, our Tampa condo association management team suggests setting time limits for how long each person can address their opinion on an issue.
3. ALLOW FOR FEEDBACK FROM OWNERS BEFORE VOTING
A board is supposed to work in the best interest of owners. In order to do so, your board must understand the sentiments of the people that will be affected by the vote. Meetings should be an area of open communication within organized boundaries. If an individuals financial or personal well-being and comfort is on the table, they have a right to speak openly. If a commonality simply can not be reached, consider holding off on the vote and readdressing the issue at a future board meeting.
4. HAVE A SET TIME FOR AN OPEN FORUM
Some condo owners may only attend the meeting to address a personal issue of importance. While it is important for everyone to have an opportunity to bring ideas to the board, it is also important to stay on task. If off-topic issues are brought up during any point of the meeting, politely ask that the question, idea, or issue be brought up during a dedicated open forum.
5. CREATE COMMITTEES TO HEAD UP IMPORTANT AREAS
Committees are a crucial element of a successful board meeting. Consider, for example, a special event that will be held at the club house. Without a special events committee, no preliminary research will be done ahead of time and no concrete ideas will be brought up during the meeting. This is not an efficient use of board or owner’s time, nor is it a good way to make well thought out decisions.
Dedicated committees can do preliminary fact finding, and then bring ideas forward that can be backed up with tangible details. Your condominium association management in Tampa will also have the resources to help with choosing vendors and can assist with many details that committees will oversee.
Request a proposal, or call us today at (813) 968-5665 for more information.