How to run a condominium meeting

more+
less-

Are you the Director of a Condo Association or Condo Board? Efficiently and effectively running a Board Meeting can be harder than it sounds. To ensure you are making the most of everyone’s time, follow these easy tips. As always, Lerners LLP is here to help you every step of the way:

1. Keep Board Meetings Between 45-90 Minutes

You will lose your audience if they it runs any longer than this, and the number of people willing to attend them in the future will diminish.

2. Be Fully Prepared for Your Meetings

If you have a management firm, then have your Property Manager provide the Board with all information necessary to be dealt with at the board meeting. If no Property Manager is in place, ensure one of the Board Members has the following ready:

a. An Agenda;

b. A copy of the last Meeting Minutes;

c. A copy of the most recent Financial Statements;

d. Reports from any Committees your corporation may have; and

e. A Management Report.

3. Ensure Every Member of the Board Has Read the Materials Provided before the Meeting

4. Include Timelines in Your Agenda – And Stick to Them!

Include a list of the items to be dealt with at each meeting, but also ensure a reasonable amount of time is tabled for the issue. Then, make sure you stick to the time slot allotted. If you run out of time, table the item until the next meeting. This will ensure your meetings run efficiently, and it encourages Board Members to ask their questions before the meeting.

5. Approval of the Meeting Minutes Should be a Formality

Ensure the last Meeting Minutes are correct before the next Board Meeting. Your approval is merely an indication that the minutes correctly reflect the decisions made at the last Board Meeting.

6. Have the Treasurer and Property Manager Communicate Regarding the Financial Statements before the Meeting

These reports, prepared by your management firm, should include a report on any large variance between the budgeted figures and actual figures. Make sure these two players have talked before the meeting to discuss any issues, which can ensure the accurate answering of questions before and during the meeting.

7. Ensure Your Management Report is Always Up-To-Date

The effectiveness of your meetings is directly linked to this report. Have the report divided into the following sections: an update on outstanding issues, new issues requiring decision, and items for the board’s attention. Having important documentation ready prior to the meeting, like quotes, will help your Board make decisive decisions.

Matthew Wilson is an associate lawyer at the Ontario law firm, Lerners LLP. See his professional biography for more information about Matthew and his work in the area of real estate and land development, or email him at mwilson@lerners.ca.

The content contained in this blog is intended to provide information about the subject matter and is not intended as legal advice. If you would like further information or advice please contact the author.