Publications
How to Behave at a Meeting
Published February 14, 2004 as
Few guidelines for board to follow for appropriate meeting conduct
This column could probably be entitled “Stating the Obvious.” Surprisingly, even the basic rules of decorum and courtesy have to be re-taught to mature adults from time to time.
Several years ago, I wrote a column on the duties of board members resulting in an Oath of Office which I formulated (see our website www.ksnlaw.net). Many boards of directors have implemented those rules of board behavior as an education tool for new people who did not understand their role or what directors can and cannot do. Likewise, it seems that the same thing should be said about owners attending meetings.
Every year an association has at least one owners meeting to elect the board; and at least a quarterly or monthly meeting where the board conducts business and votes in front of the members. In all instances when an owner attends a meeting, they should be required to subscribe to the following guidelines.
1. LISTEN – There is a portion of the meeting where owners can participate and a part where only board members and officers speak. Be aware of the difference.
2. Listening also applies when a question is asked and answered. That question does not need to be re-phrased and re-asked 14 times. The answer will still be the same.
3, IDENTIFY YOURSELF AND STATE YOUR ADDRESS – The reason is obvious, although since unit owners frequently only meet each other at meetings, except when fighting with their neighbors, it is nice to know who is speaking.
4. Stand up and speak loud enough so everyone can hear you (but do not yell, that accomplishes nothing).
5. Start by not insulting the board members or the manager (flattery will get you everywhere). If you have a legitimate grievance, your best course of action is to send a letter so that there is a paper trail. Board meetings and owners’ meetings are not the place to make maintenance requests, so if you decide to be impolite, picture yourself sitting on the other side of the table and how you would like to be on the receiving end.
6. If you wish to record the meeting, notify the manager in advance so your reasonable needs can be accommodated. However, do not plan on standing in front of the board table with a camera or tape recorder.
7. If someone else is acting discourteously or their behavior is inappropriate, encourage other owners around you to join in and remind this person where they are and how they should behave (peer pressure works wonders).
8. If a board member or the manager is speaking out in an inappropriate tone, the same rules apply as in point number 7. Sometimes people are emotionally attached to an issue but when politely and firmly reminded that their tone is offensive, they will hopefully take a moment to compose themselves.
9. Do not ever walk up to the front of the room during a discussion (unless asked to do so by the chairperson). This is classic demagogue behavior and the president still controls the meeting. It could also be viewed as a threat.
10. Read the agenda. Your issue may already be up for consideration but just not at the point in the meeting when you insist on being heard.
11. Raise your hand to speak (enough said!).
12. Get there early or stay later if you have a question that concerns you but does not need to take up time at the meeting of the association. It is sometimes easier to get a quick answer.
13. (On the other hand!) When the business is concluded, GO HOME. Board members and property managers have lives too. Remember, the number one cause of board member and manager burnout is excessive and unnecessarily long meetings. Associations that have many people attending who seem to want to stay the night, should plan for more social events.
14. It is okay to speak up on behalf of the board or the manager when they are being unjustly criticized. It is also okay to thank the board and the manager when they are doing a good job (that is almost like giving them a raise).
Since administering and managing an association can be difficult and grueling, it will ultimately result in declining property values if an administration and a group of vocal, unreasonable owners are working at opposite goals. This is not to say that everyone has to like each other on a personal level, but when it comes to preserving and protecting property values, the use of basic courtesies when business is being conducted goes a long way toward paving the road to accomplish these goals.
--------------------------------------------------------------------------------
This column is dedicated to the memory of Francis “Frank” Jara, who recently passed away. A pillar of the Illinois Chapter of CAI, former partner of his own company and property manager for over 25 years, Frank was a good friend and mentor to everyone in the industry and a true gentleman. Rest in peace.