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HOW TO PREPARE FOR A BOARD OF DIRECTORS MEETING
October 1, 2000
The preparation for and the actual participation in a Board
of Directors Meeting can cause a lot of worry and anxiety
for the Directors and people involved. There is a
tremendous amount of preparation needed to run a productive
and informative meeting. Unfortunately, most Board Members
have limited time in which to prepare for the task of
preparing for a Board of Directors Meeting. This article
will provide an outline and checklist for Boards,
Committees and Managers to follow in order to prepare and
hold informative and productive Board Meetings.
In most cases, there are at least three (3) key people
involved with the preparation of the Board Meeting: the
President, the Secretary and the Property Manager, if any.
A week prior to the meeting, the participants should
confirm the Agenda items with all Directors and Committee
persons. The designated person should confirm the location
and time of the meeting. The Meeting Notice and Agenda
should be printed and distributed to all of the
participants.
Three to four days before the meeting, the designated
person should post the Meeting Notice and Agenda at the
designated area on site for the Association's Notices. The
person in charge should then collect and distribute the
Board Member's Meeting packets which will include, but not
be limited to, the following;
Meeting Agenda
Notice of Meeting
Minutes of Previous Meeting
President's Report
Treasurer's Report
Manager's Report
Committee Reports
Information Related to Old Business
Information Related to New Business
On the day of the meeting, the person in charge should
print additional Meeting Agendas and Manager's Reports for
any Members who may attend. In addition, have extra Board
Member packets available in case there are Directors who do
not bring theirs to the Meeting. Check to see if the tape
recorder is working. Have extra batteries, pens, paper and
miscellaneous supplies on hand. Bring the Official Minutes
Book, recorded Governing Documents and copies of all of the
prior month's correspondence to the meeting.
Someone should be designated (usually the Chairperson of
the Meeting) to give Reports for absent Officers and
Committees. In addition, it would be wise to have a current
financial statement, delinquent owner list and a copy of
the current State Statutes, governing your that type of
association on hand, in case there are any questions of
this nature.
The day after the meeting, the person in charge should
remove the Meeting Notices and Agendas from the bulletin
Boards. Make all changes, additions and deletions to the
previous month's approved Minutes. Make a draft of the
current meeting Minutes while they are fresh in your mind.
Distribute this to key people on the Board for their
changes and additions. Then, these changes should be ready
for the next meeting. At this time, arrange for the next
month's meeting location and time.
With this outline and schedule, each Board of Directors
Meeting should be easy to prepare and schedule for and the
end result should be productive meetings for the Board
Members and be an informative meetings for the Owner
Members who attend. Depending on the association, this
outline can be reduced or expanded for size and complexity
of the actual meetings. In all cases, use an outline and
schedule from month to month in order to insure well run
meetings.
Copyright 2007© Associated Property Management of the Palm Beaches, Inc.
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