Annual meetings that are poorly run leave a bad impression with association members. Annual meetings of the association’s members should be well run so information is communicated effectively to members, the election of new board members is run efficiently, and other items of business can be addressed in a timely manner. Here are some key points to assist you in effectively running the association’s annual meeting:
1. Check the association’s governing documents. Review the declaration and bylaws or code of regulations to be sure the proper procedures are followed with respect to when the meeting should be held and proper notice to members.
2. Plan the agenda. Plan the agenda well in advance of the meeting. The election of new board members and presenting the annual budget to members of the association are usually the main focal points of the meeting. Motions from the floor that attempt to change the agenda are out of order. Comments from members should be at the end of the meeting.
3. Control the meeting. Usually the President of the association is the “chair” of the annual meeting. If the President is not skilled at running the meeting, then a “moderator” may be appointed. The person running the meeting should be able to control and run the meeting so that disruptions or delays to the meeting will not occur. A moderator may be the property manager, association attorney, or another individual skilled in conducting meetings.
4. The Room. The meeting should be held in a place that is comfortable with adequate seating for everyone. Restrooms and water should be available. Be sure everyone can hear the speaker. If a microphone is necessary, be sure to have it available so if someone is sitting in the back of the room the speaker can be heard. Distractions will occur if members are too cold, too hot, or if there are obstacles in the room which impair vision and hearing. Set up the room so that everyone can see the person speaking. The board members and official guests of the meeting should sit together at the front of the room. If a member is speaking from the audience, that person should stand if able so everyone else can see the person and hear the person speak.
5. Start the meeting on time. Be sure to set up the room early and ensure that any equipment being used (i.e. microphone or projector) is working properly. Call the meeting to order. Welcome everyone to the meeting and introduce the board members and guests. Review the ground rules, the agenda, time limits for discussions, and rules for treating each other with respect.
6. Official Reports. Provide members copies of the budget, financials, or other written reports that will be discussed at the meeting. Be sure the presentation of information has been timed and does not take too long. Be sure a time keeper is nearby to assist in keeping the meeting on schedule.
7. Elections. Introduce each candidate and allow them to address the members of the association briefly. Ask for nominations from the floor. Be sure disinterested volunteers collect the ballots and count them. Winners of the election should be announced before the open discussion of the meeting begins.
8. Open discussion and end of meeting. All speakers should identify themselves. Be sure the time limits are kept for each speaker. Do not allow the speaker to be interrupted. When it comes time to end the meeting, politely end the meeting and ask for a motion to adjourn. Take a vote. If the motion fails, a brief extension of time should be added to the meeting and another motion to adjourn made.
9. Arrange for security. There may be a time when disruptive behavior or safety is a concern regarding hotly debated issues. The board has the authority to arrange for security at the annual meeting if necessary. Announce the presence of security at the beginning of the meeting. Introduce the security officer(s) to the members. It is up to the chair of the meeting to maintain control in these types of situations, but if someone becomes abusive or threatens violence, that person may be removed from the meeting.
