The meeting agenda is a wonderful tool to aid the Board and those in attendance to keep the meeting moving in a sound and productive manner. Without a proper meeting agenda and dedication to adhere to its structure may lead to disorganized and unproductive meetings.
Your agenda should clearly state your community association’s name, time and place of the meeting, as well the meeting type [Board Meeting or Annual Membership Meeting]. Once the meeting has started, there are some very essential items to address and if structured properly will keep the meeting moving. These items include:
1. Approval of the prior meeting’s minutes.
2. Old Business: These are items previously presented to the Board for their consideration. Approve, reject, table or remove items from this list.
3. New Business: These are new items for the Board’s consideration. Again, approve, reject, table or remove these items.
4. Treasurer’s or Financial Report: Once reviewed, the Board should approve the financial reports presented or make changes to the financials for consideration at the following meeting.
5. Management Report: This is a report from your Community Association Manager on her/his activities since you last met and will provide you with information with items addressed within the community.
Having these items in place on your agenda are beneficial to all meeting attendees. Also, utilizing Robert’s Rules of Order, at least in some fashion, will further benefit the likelihood of a smooth meeting.
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