Creating a well-organized and comprehensive agenda is crucial for productive and efficient condominium board meetings. The specific items to include can vary depending on the needs of the association and the nature of the issues to be discussed; however, typical agendas include a call to order, roll call, approval of minutes from the previous meeting, reports from officers and committees, old business, new business, open forum, and adjournment.
As you get to work drafting your next board meeting agenda, consider this outline as a guide and know that you have condo association management companies standing by to assist with the preparation and distribution of meeting documents, including agendas, management reports and election materials.
Board Meeting Agenda Outline
- Call to Order: The board president will start the meeting by officially calling it to order.
- Roll Call and Verification of Quorum: Take attendance to verify that a quorum is present. Your association’s bylaws or governing documents will specify quorum requirements for your HOA, but in general, a quorum stipulates the minimum number of unit owners required for the meeting to be valid (usually 20 percent).
- Approval of Previous Meeting Minutes: Review and approve the minutes from the previous board meeting. Corrections or additions can be made before approval.
- Reports from Officers and Committees: This is when board officers and committees present reports on their activities, findings, or recommendations.
- Financial Report: A board member will present and discuss the association’s financial reports, including the income statement, balance sheet, budget updates, and any outstanding financial matters.
- Old Business: Discuss any unresolved items from previous meetings. This could include ongoing projects, concerns raised by residents, or items tabled for further discussion.
- New Business: Address new items that require board discussion and decision-making. This could involve upcoming projects, policy changes, or community initiatives.
- Open Forum: Designate a specific time for homeowners or residents to address the board. This allows community members to voice concerns or share input.
- Adjournment: The board president or chair will officially conclude the meeting. Confirm the date and time of the next board meeting.
Preparing agendas in advance of the meeting allows adequate meeting notice and it also leads to more productive and effective meetings. If your Chicago HOA needs help with board member responsibilities, give us a call at First Community Management.