Where you sit in a meeting that determines where you are. Foreign diplomats are particularly careful in choosing the shape of the table and sits next to who, from the slightest misstep can have disastrous results. King Arthur held their meetings at the round table so everyone can participate freely without the king dictating the debate. There are lessons to be learned from this experience that can be applied millennia to deal with HOAs and membership meetings. Each format requires different considerations seats.
Board meetings are designed for regular business transactions for the care and welfare of millions of dollars frequency of active members. As such, they should be held at places and times conducive to business. Meetings held in someone’s home, be a challenge.
At Council meetings start. Members are entitled to attend board meetings as an audience, not participants in the discussion or vote. To facilitate this right, there should be seats for a reasonable number of them. If meetings are held in small rooms with space only for the board, guests are shut out and the impression is that they are welcome. They look for the house has wider to accommodate so much advice and guests.
Avoid the use of living rooms with the exception of guest seating. It is very difficult to juggle the documents or take notes while sitting in a Lazy Boy. Meetings should be held at a table large enough to extend the programs, reports and other documents without having to continuously mix the pile. If using a kitchen table, remove everything except items meeting. Turn off cell phones home and during the meeting because the sound is always interrupted the discussion and pull someone out of the company in question.
If a pit boss, the president should sit down and address the meeting. The head of the table is the historical place of authority and no reason to buck tradition. The secretary records should sit at the opposite end of the table so that all directors can be more easily seen and heard. Customers should not sit at the table meeting of the board as this is an invitation to participate actively in the business.
Avoid the temptation to have the board to guests as a “panel”. This format of seats also invites the participation of the guests and makes it difficult for the board to talk to each other.
Formal meetings of the Board Ideally the board should meet in a place that is designed for meetings. Basics include a large conference table, good lighting, bathrooms, climate control and room for guests. If none exists in the HOA, find meeting rooms in the area of community centers, libraries and churches. They can be closer and cheaper than you think.
There are several advantages to advance “the kitchen” in a formal meeting. The potential for distraction is greatly reduced: no phones, food, television, children, dogs and neighbors. The business meeting takes a real “business” of nature. People are less likely to remain in this environment or get into long discussions. As with the meetings at home, the seats must be appropriate for the board and the guests together at the conference table and invited to one side.
Annual meetings of Owners Association. These meetings should be carefully choreographed. Always keep them in a formal meeting place large enough to accommodate all the owners. Usually take ownership of gallery style with the board on a table in the head unless your group is small enough to fit around a round table of King Arthur. Ideally, the head of the table should be “half moon” or “U” so that all managers can see each other and the audience. Prevent the board feel like panel unless the meeting is intended to be a question and answer session with the directors of the “line of fire.” Make sure you have adequate sound system, if the room requires it.
Seating meeting is very important when it comes to getting things done efficiently. Set your sites for successful meetings and do not forget to check out their swords at the door.
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Some people might wonder what Board Members do. Hopefully, this will shed some light on their duties and responsibilities for your community.
Homeowners Association Board
Board Members have a set number of responsibilities when they volunteer for your community. Remember, they volunteer! So make sure you thank them for what they do.
Board Members are challenged typically on a daily basis with different aspects from personalities and duties and responsibilities within the community. They have a definite purpose and specific duties to fulfill for your community.
The role of the Board is to set policy, standards, budgets and procedures for the association.
Probably the most important duty is the fiduciary obligations to the association. This can be characterized into two parts; the duty of loyalty and the duty of care. The duty of loyalty is requires the Board Member to act in good faith always in the interest of the community. Never acting in their own interest or in the interest of another person. The duty of care requires the Board Member to act in a reasonable, informed manner when participating on the Board and making decisions for the day to day community’s care.
Board Members are able to delegate the duties of the association, but not the responsibility of their positions. It is the Board that is ultimately responsible for the association even if the Board hires a management company. They can direct actions on behalf of the association, but the Board is completely responsible to the community.
The governing documents as well as state and federal statues outline the Board responsibility within the community. Areas of responsibility typically include:
- · Care, maintenance and enhancement of common areas including facilities and physical property.
- · Management of community finances and any reserve funds.
- · Community harmony.
- · Any employment the association has and the human resources of the community.
- · Interpretation, creation, enforcement of the rules and regulations of the community.
- · Community insurance needs and making sure guidelines for such are followed in the declaration.
This is in no way a full compilation of everything your board members do, just an overview of some of their duties.
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