It can sometimes be hard to impose order and discipline on a condo association meeting. Especially if some major expense or change of rules is under discussion, you may face many different views and no real consensus on the way forward. It’s important to adhere to proper meeting procedure so that everyone can be heard and decisions can be made effectively. You should also read your state’s rules regarding condo associations, and ensure you are adhering to legal procedure regarding the conduct of meetings.
Solicit agenda items for discussion from all board members, to ensure that all outstanding issues are being addressed.
Write and circulate an agenda well in advance of the meeting, along with the minutes of the previous meeting. It can be most effective if you have the email address of every owner to ensure efficient distribution. The agenda should make clear the time and place of the meeting and exactly what will be discussed. It should contain explicitly stated motions on substantive business.
Ensure you have a secretary to take proper minutes at the meeting. This way, the actions approved at the meeting will be properly recorded and can be carried out.
Allow a short period at the start of the meeting for socializing, and have coffee or other refreshments on hand. This allows owners to mingle and creates a more cooperative and friendly atmosphere.
Bring the meeting to order with a declaration that the formal business will now begin. Ensure that you have everyone’s attention before proceeding to the business at hand.
Approve the minutes of the previous meeting, either as is or with any amendments that are accepted by the members.
Present any officers’ reports that are necessary, to inform owners of any actions taken on their behalf since the last meeting.
Move to the first item of business. State the motion and ask for discussion. Members should be recognized by the chair before they speak. This system ensures the discussion does not degenerate into an unproductive free-for-all, which can happen if emotions are running high about a particular condo issue.
Move the motion, either as first stated or as amended by discussion, and then take a vote.
Ensure the secretary of meeting notes the exact wording of the motion and the outcome of the vote before moving on. This motion will then guide the subsequent actions of the association on that particular issue.
Work through each item of business in this way.