Let’s face it: The vast majority of HOA board members would rather not spend two or three hours at each and every HOA board meeting, and yet that is precisely what happens in far too many HOA environments. There are many potential reasons for this, but the bottom line is simply that many HOA boards approach these meetings as social functions rather than what they truly are—business meetings. By focusing on strategically and proactively bringing efficiency to your board meetings, however, you can work to keep them productive, on-point, and, best of all, reasonably brief!
One tip for doing this is to consider a venue that lends itself to the businesslike nature of the HOA board meeting. If you have a clubhouse, this is ideal. If not, see if your property management company has meeting facilities you can use, or even reserve a meeting room at a local library or church. Try to avoid holding meetings in member homes.
Another important consideration is to prepare a printed meeting agenda in advance of the meeting itself, and to furnish each member with a copy of that agenda. Your agenda should take into account how long each item will last, and you should use the agenda to keep the meetings on track.
Of course, this is contingent upon you asking for all items of new business to be submitted in writing before each meeting; this is perhaps the single most important thing you can do to keep your meetings from flying off the rails!
A final thing to consider: The time at which you hold your meetings is important. Make sure to survey all board members in advance of the meeting to determine the most convenient time to have the meeting; if everyone is able to come and to work hard, you will be much more likely to get all of your business taken care of expediently!