and will have the secondary benefit of making the board look competent and prepared, instead of flipping through the packet, or needing to look information up, it will all be right there in front of them.
The last thing that you may want to think about is how the meeting is going to be held. Will it be in person? Will it be held remotely via a video conference? A hybrid of both? With many boards choosing to meet remotely or to use a hybrid model, some thought should be given to what people attending via video conference will see. Many associations go with the “talking head” approach, but that misses a real opportunity to help people understand what is being discussed. It is said that a picture is worth a thousand words, and video conferences allow pictures to be shared easily. A straightforward way to do so is to prepare a slide deck in advance, with the agenda, each action item, and relevant photos included. Not much information is needed here, certainly less than is included in the board packet. If, for example, a plumbing project is on the agenda, photos of the existing plumbing, or if they exist, photos of damage from a broken pipe do a better job of illustrating the need better than anyone could verbally. For those in attendance in person, or for associations that meet only in person, that same slide deck can be presented on a screen in the meeting room. Showing this information to the ownership at the meeting helps achieve buy in from the members, makes the board look well prepared, and proactive, and defangs several common criticisms of boards such as “what are they spending our dues on?” and “does this work even need to be done?”
Now that the board and ownership are informed, there are a few things to keep in mind during the meeting. Rules of order should be followed meticulously. During discussions, don’t allow board members to speak over one another. Allow for enough discussion, but once the discussion becomes repetitive, or unproductive, simply call for a vote, and allow the chips to fall where they may. Always remember that discussion of action items is for the Board only; members may bring up points at the open discussion portion of the meeting. This will minimize unproductive use of time and still allow members to be heard.
Record the discussion’s general points, and the way motions are made, and votes are cast right on the background information sheet at the meeting to simplify the minute taking process.
Following these tips will ensure that your board meetings remain professional, respect everyone’s time, and of course, are productive. While some of these tips may seem to be common sense, they do make a difference. Try them out and see if they make your meetings feel more like a CSPAN broadcast than an episode of Jerry Springer.
46 | COMMON INTEREST®
• Summer 2026 • A Publication of CAI-Illinois Chapter
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