Minutes:Minutes:The One Hour The One Hour Board MeetingBoard Meeting

Presented byPresented by

Rolf Crocker, AMS, CCAMRolf Crocker, AMS, CCAMChief Executive OfficerChief Executive Officer

OMNI Community ManagementOMNI Community Management

Is this what your BoardIs this what your BoardMeetings look like?Meetings look like?

And you feel like this?And you feel like this?

You say that like it’s a bad thing…You say that like it’s a bad thing…

• If you do what you’ve always done, you’ll get what you’ve always got

• If you want a different result, you need to make a different choice

• INSANITY n. - Extreme foolishness; folly.

– Something that is extremely foolish. Synonyms: insanity, lunacy, madness, mania, dementia

– Doing the same thing every time and expecting a different result.

Remember the 5 Remember the 5 ‘P‘P’’s . . .s . . .

PPriorrior

PPlanninglanning

PPreventsrevents

PPerturbederturbed

PPeopleeople

Prior Planning is the Key!Prior Planning is the Key!

Annually

• Hold an annual Board Workshop

• Create a Vision/Mission statement that is RELEVANT to your specific Community

• Use your Vision/Mission statement to determine the validity of tasks taken on by the Board

• Set specific short term and long term goals to be worked on in the coming year

• Develop an Annual Agenda, parsing out the short term and long term goals to be worked on throughout the year

Prior Planning (contPrior Planning (cont’d)’d)

Monthly

• Plan the Monthly Agenda in advance

• Pull items from your Annual Agenda

• Add only those items that require Board input and oversight

• Work from Timed Agendas (examples to follow)

• Only allow as much business as can reasonably be conducted in one hour

• Be aware of your Board’s ‘Saturation Point”

Sample Timed AgendaSample Timed Agenda

Call To Order & Roll Call 0 7:00 PM Secretary’s Report 3 7:03 PM Treasurer’s Report 7 7:10 PM Management/Presidents Report 20 7:30 PM Committee Reports 10 7:40 PM Unfinished Business 0 7:40 PM New Business 0 7:40 PM Open Forum 15 7:55 PM Evaluation/Celebration 5 8:00 PM Adjourn 0 8:00 PM

Alternate Timed Agenda @1.5 hoursAlternate Timed Agenda @1.5 hours

Call To Order & Roll Call 0 7:00 PM Secretary’s Report 3 7:03 PM Treasurer’s Report 7 7:10 PM Management/Presidents Report 20 7:30 PM Committee Reports 10 7:40 PM Unfinished Business 10 7:50 PM New Business 20 8:10 PM Open Forum 15 8:25 PM Evaluation/Celebration 5 8:30 PM Adjourn 0 8:30 PM

Before the Meeting . . .Before the Meeting . . .• Receive Board Packets 3 – 5 days prior

• Do your Homework - review the contents of the Board Packet IN ADVANCEIN ADVANCE

• Ask any clarifying questions IN ADVANCEIN ADVANCE

• Come prepared to discuss and decide

• Don’t be a Wallflower – your opinions are vital and valued

• There is strength in being heterogeneous (adj. Consisting of dissimilar elements or parts; not homogeneous.)

• That having been said, once a decision has been made, each member needs to carry it out as if it were their own

An Important Concept:An Important Concept:

“The Board Speaks With One Voice”

- From John Carver’s Policy Governance methodology

• Keeps Unity – prevents undermining of authority

• Eliminates ‘Fractionalization’ of the Board - no Board Member has greater power or authority than another

• Addresses the ‘Five-Headed Boss’ issue for Management

• At day’s end, each member is held equally accountable for the Board’s success or failure

Setting the Tone . . .Setting the Tone . . .

• Room should be well-lit and comfortable

• Distribute the Timed Agenda in advance

• Allow for an ‘Open Forum’ period

– Be ‘welcoming’ in inviting comment

– Give a verbal outline of what to expect in a Meeting

– Set a time limit for people to speak

– Use Comment Cards to sort out issues

– You don’t have to have an answer on the spot

– Keep overall Open Forum period to 15 minutes

– When it’s done, it’s DONE – don’t try to keep it going

When the Meeting begins . . .When the Meeting begins . . .

• Limit or disallow Homeowner comment

• Use an informal Parliamentary Procedure

• Keep discussions succinct and relevant to the issue at

hand

• Notate on the Timed Agenda those items requiring a

decision at that meeting

• The Chair should act as a Facilitator, not an Instructor

• Work on HEARINGHEARING, not just being heard

• Maintain Civility at all times

During the Meeting . . .During the Meeting . . .

• Always be aware of the TIMETIME

• Keep things moving

• If you get hung up, table the issue until the end

• The Chair should make sure each Board Member has an opportunity to speak and be heard

• Take appropriate action on each issue (move, defer, table, etc.)

• Once an issue has been decided, move on to the next

Toward the End - AdjournmentToward the End - Adjournment

• Leave time to Evaluate and Celebrate

– Evaluate what was accomplished– Evaluate what didn’t get done and (if appropriate)

reschedule for the next meeting– Thank the staff and the owners for their input and

assistance• Celebrate your accomplishments!

• Adjournment – get the heck out of Dodge!

• Remember - When it’s over, it’s OVER – Don’t keep air in the balloon!

Keys To Remember . . .Keys To Remember . . .

• It’s all about Planning – Remember the 5 ‘P’s!

• Be civil and polite, but have the discipline to follow through

• Be about Board business – delegate all other tasks to Management

• Be heterogeneous, but once the decision has been made, carry it out like it was your own

• Be humble – check ego at the door

• Don’t be the Poster Child for “Animal Farm”

• Don’t take yourself too seriously – have fun!!

Thank You For Your Time!Thank You For Your Time!

This program is not endorsed by anyone. Must be present to win. Friends and family of this organization and their affiliates not eligible. Past

performance does not guarantee future results – your results may vary. Valid in the 48 contiguous states, Guam and the US Virgin Islands. It is not politically correct. Your comments are welcome, but we may not listen. We could be wrong, be we don’t think so. Have a nice day. Keep your humor and your wits about you. We wouldn’t belong to any club that would have us as a member. The one saying it can’t be done shouldn’t get in the way

of the one who is doing it. If opportunity doesn’t knock, build a door. Success is the one unpardonable sin against one’s fellows. Courage is

grace under pressure.

Please place all candy wrappers, popcorn boxes and soda containers in the receptacles provided in the lobby.