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STANDARDS OF CONDUCT AT MEETINGS
October 1, 2006
Since the hurricanes of 2004, we have seen a trend of more
owners becoming disruptive at Board of Directors and
Members Meetings. Association owners are frustrated and
stressed at what has happened to their lives over the last
few years in South Florida. In addition, the aftermath of
the hurricanes has caused additional stress due to
increases in assessments, higher insurance costs and ever
increasing and expensive special assessments to offset
non-planned expenses and emergencies. In addition to the
increased Association burden is also the burden of the
residents having increased personal expenses as well, also
caused by the hurricanes.
Today, owners and residents are frustrated and angry at
these circumstances and they are taking it out on the Board
of Directors and management personnel with more frequency
at Association meetings. This is not right or fair to
those assembled, as in most circumstances the Board of
Directors do not control the weather, insurance costs or
other operating costs. The Board of Directors are handling
these issues and many other issues as well as they can and
they need all of the help that they can get from the
community to combat these challenges. At an Association
meeting, the Board of Directors does not need a resident
who is disruptive and disharmony is not part of the
solution. In these difficult times there is too much to be
accomplished and everyone should be working together rather
than causing disruption. By statute, the Board is allowed
to make reasonable rules and regulations on the
participation of owners and members at Board of Directors
Meetings. This usually has to do with time and frequency
of talking at meetings. This article expands owner
participation at meetings with the hope of helping to make
meetings more productive, shorter in duration, and more
professional.
To help minimize Association problems and to help to become
more effective at their meetings, the Board should consider
having a Standards of Conduct for all Association meetings.
These standards would be agreed to by the Board of
Directors and could be made official by a Board Resolution.
The agreed upon Standards would be a part of the official
records of the Association and should be posted along with
the Meeting Notice and Agenda of the Meeting. Consider
having the Standards of Conduct made into a sign that could
be displayed on an easel at the entrance of the meeting
room. In this manner, no one can say that they did not
know of the policy when they come to the meeting. At least
have the Standards copied and made available to residents
that attend the meeting. It should be understood that
these standards must be adhered to by everyone who attends
the meeting.
The following is a list of “suggested” Standards and they
can be expanded or reduced, depending on the size of the
Association and the complexity of issues at hand:
No one should be allowed to speak unless they are
recognized by the Chairperson of the Meeting. (This will
reduce the amount of disruptions during a meeting).
There should be a rule that allows the Chairperson to also
make rules at the meeting. In this manner, if a situation
were to arise that is not covered in the Standards of
Conduct, the Chairperson could make a quick rule that could
diffuse or solve an issue.
No one is allowed to interrupt anyone who has the floor of
the meeting. Interrupting helps to foster a hostile
environment and wastes time, which make meetings last
longer than is necessary.
All comments should be made to the Chairperson. In this
manner the issue is depersonalized and not directed to
someone who may have an opposing point of view.
All comments should be made on Agenda Items only. This
helps to prevent meetings from getting off topic and a
rehash of old items and topics that someone disagrees with.
Any time limits that have been made must be complied with
and adhered to by all participants. Possibly there is an
item on the agenda that is worthy of more time or owner
participation. If this is the case, the Chairperson should
be able to alter the time and how it will be allocated.
Most other times, the Board should set a 2-minute time
limit for members to speak.
If someone wants to speak more than once, and if this is
permitted, then everyone should be allowed to speak first,
prior to someone addressing the Board a second time. This
gives as many people as possible the chance to speak at the
meeting.
Do not allow someone to speak more than twice on the same
issue. If the situation or discussions change regarding
the same subject, the Chairperson will have to have some
discretion if someone would want to speak again on the same
subject, but with different circumstances.
No personal attacks should be allowed on anyone, as this
not only allows the meeting to deteriorate but is
unproductive and unprofessional. The Board is a group of
volunteers who are trying to operate a “small business” and
they should be respected. If an owner begins to personally
attacking another member, whether on the Board or not, the
Chairperson should nip this quick.
No foul or threatening language should be allowed to be
used in any meeting by anyone. If anyone is unwilling to
be civil in their dealings at a meeting, then they should
be asked to leave, and if it is necessary, the meeting
should be adjourned to a later time or date.
These Standards of Conduct will help an Association to have
civil gatherings and more productive meetings. In the long
run this will benefit your Association in terms of greater
owner participation and involvement, and will ultimately
ensure harmony.
Copyright 2007© Associated Property Management of the Palm Beaches, Inc.
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