Communications, Meetings & How to Hold Them
Ask a long-time community association manager or Board Member, and they’ll probably have a story or ten about board meetings that went off the rails. From confrontations worthy of Jerry Springer over proposed paint colors to debates that make congressional politics look civil over the best way to finance a capital improvement project, it seems that these meetings can bring out the worst in people.
However, with proper planning and communication, these kinds of needless confrontations can largely be avoided. Following this guidance might not guarantee a smooth board meeting, but it can certainly help.
Before anything else, set an agenda. Without a clear agenda, meetings are sidetracked too easily, and the loudest voices can take over. An agenda can enable a board president or community association manager to easily redirect the conversation to the prepared topics.
How to prepare for and hold a productive board meeting
By Scott Graf, Community Specialists
Once your agenda is set, distribute it to the full board, and then add any additional items that they bring for discussion or decision. It is also useful to include periods for discussion of old and new business, outside of action items that the board will be deciding on. This is also the best time to ensure that a quorum of the board is available. Make them commit to attending well in advance, otherwise the meeting will need to be rescheduled. Nothing can be done without a quorum, which will be identified in your association’s governing documents.
With the agenda set, it should be shared with the association’s membership. One way to do this is to include it in the meeting announcement, which must be given to all members at least 48 hours in advance. Though if it is feasible, more notice is recommended, as it will avoid one common criticism of boards: “We never know when the meetings are!” Including the agenda undercuts another line of attack: “We don’t know what the board is up to!”
44 | COMMON INTEREST® • Summer 2026 • A Publication of CAI-Illinois Chapter
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