All too often, the other community association attorneys at our firm and I are asked for help on how to prevent unruly behavior from disrupting board and owner meetings. Since items addressed at these meetings generally have a significant impact on the welfare of an association and the financial responsibilities of its owners, conversations dealing with topics such as special assessments and annual elections can quickly become contentious. The following are helpful tips on how to try to keep your meetings on track and in order:
- Use Robert’s Rule of Order – This common form of parliamentary procedure for meeting protocol allows meeting facilitators to manage time effectively, all while ensuring that everyone stays on topic. Many people are already familiar with this method, making it easy for participants to follow and respect the meeting procedures that are in place.
2. Be specific about who can attend – The association should establish rules determining who can participate in advance of the meeting. Generally, owners, or owners and residents are the only people allowed to participate in such meetings. Counsel for an owner is likewise permitted to attend.
3. Make the purpose of the meeting clear – Prepare an agenda that outlines the specific items that will be discussed. Be sure to be transparent about the topics, providing participants with any supplemental documents they may need to make educated decisions.