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Sep 27, 2023

Navigating Common Challenges in Community Association Meetings

Sponsored Content provided by Dave Orr - CEO, Community Association Management Services

Community association meetings are pivotal in fostering communication and decision-making among residents and board members. These gatherings, however, are not immune to common problems that can hinder their effectiveness and efficiency. This article will delve into some of these challenges and offer practical solutions, ensuring that community meetings serve their intended purpose.

1. Lengthy Meetings
One of the most common issues in community association meetings is meetings running excessively long. This can lead to frustration and disengagement among participants. To combat this problem, both board members and owners need to come prepared. Here's how:

  • Preparation: Board members should thoroughly review the meeting agenda and any other relevant documents before the meeting. Being well-informed enables them to contribute efficiently, reducing unnecessary discussion time.
  • Time Allocation: Using a timed agenda that assigns specific start times to each agenda item and estimating how long the discussion will take can help manage meeting duration. This practice sets clear expectations and ensures that meetings stay on track.

2. Low Attendance
Low attendance is another challenge that community association meetings often face. When a significant portion of the community does not participate, decision-making can be skewed, and the community's interests may not be adequately represented. To address this issue, consider the following strategies:
  • Ample Notice: Ensure owners receive ample notice of the meeting, allowing them to plan their schedules accordingly. Utilizing proxies so members who cannot attend can assign their vote to another member, sending out reminders, and using various communication channels can help increase attendance.
  • Virtual Participation: In today's digital age, offering a virtual meeting option can significantly boost participation. Virtual meetings make it convenient for residents to attend, especially those with busy schedules or physical limitations.  Broader participation increases community engagement, which has long-lasting positive impacts on the neighborhood overall.

3Off-Topic Conversations
Off-topic discussions can derail community association meetings, wasting time and frustrating attendees. To keep meetings focused and productive, follow these steps:
  • Hand out a comment card to each attendee at the meeting registration table.  Let them know that the meeting will address topics that affect the association overall.  Invite them to write down individual concerns so they can be properly addressed at a future time.
  • Create a Detailed Agenda: Create a detailed agenda that outlines the topics to be discussed. Share it with participants in advance to set clear expectations about the meeting's purpose and scope.
  • Stick to the Agenda: Staying on task during the meeting is crucial. Gently guide discussions back to the agenda when they veer off-topic. This ensures that important matters are addressed and the meeting remains efficient.
  • Parliamentary Procedure (Robert's Rules): Consider adopting parliamentary procedure, such as Robert's Rules of Order, to facilitate orderly discussions and decision-making. These rules provide a structured meeting framework and can help prevent off-topic conversations.
  • Provide a time for member questions and comments after adjourning the meeting.  Uninterested members or those on a tight schedule can leave after the business of the meeting has wrapped up, knowing they will not miss an opportunity to vote.

4. Heated Discussions
Tensions can run high during community association meetings, leading to heated discussions that hinder progress. It's essential to manage conflicts constructively:
  • Active Listening: Board members should actively listen to residents' concerns, remaining calm and empathetic. Acknowledge their perspectives, even if you disagree. This fosters a sense of respect and cooperation.
  • Take a Break: Don't hesitate to take a short break if discussions become too intense. Allow attendees to cool down, collect their thoughts, and return to the meeting with a fresh perspective. This can prevent arguments from escalating.
Conclusion
Community association meetings serve as a vital platform for residents and board members to collaborate and make decisions that impact their shared living spaces. While challenges like lengthy meetings, low attendance, off-topic conversations, and heated discussions may occur, proactive measures can mitigate these issues.

Community association meetings can become more efficient, inclusive, and productive by fostering preparation, promoting virtual participation, maintaining a structured agenda, and addressing conflicts constructively. Ultimately, these improvements contribute to a stronger and more harmonious community where the voices of all residents are heard and respected.

About Community Association Management Services
In business since 1991, CAMS is North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. Additionally, CAMS was featured on Inc. Magazine’s 2022 Inc. 5000 list of the fastest-growing private companies in America. To learn more, visit www.camsmgt.com/choose-cams.

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