Successful meetings don't happen by chance. Like baseball, ground rules make it possible to hit home runs. Without ground rules, small issues become major time wasters and important matters do not receive the attention they deserve. Ground rules discourage someone from monopolizing the meeting with personal concerns. Here are some ideas to make your meetings a big hit:

Each meeting should have an agenda prepared well in advance and distributed to the board members.

An agenda is the meeting map. Everyone knows where they are going and what the final destination will be. Without an agenda, any topic is fair game. While it is conceivable that every topic might be of interest, the ability to act on each is limited due to lack of preparation. An agenda is critical for staying on course.

One of the best known guidelines for meetings is Robert's Rules of Order. In some formal settings like Congress or Parliament, Robert's Rules are used extensively. For homeowner association meetings, an abbreviated version will do:

• One person speaks at a time.

• The Chair decides who that person will be.

• The speaker may speak only on the issue being considered.

• Those wishing to speak will be given an opportunity.

• Decisions require a motion, a second and a vote.

• Once voted upon, no further discussion is permitted.

Set a time frame for the meeting as a whole and for specific topics on the agenda. A time limit focuses everyone's attention and adds to the clarity of the discussion. It also helps the Chair in preventing an aimless discussion. If your meetings seem to wander and drag on, consider bringing an alarm clock and put it in plain view. Announce the intention to finish the meeting on time. Keep your word.

The purpose of the board meeting is to transact association business. Often this is not how it works. Some view it as an opportunity to gossip and debate endlessly. This may be interesting to some, but it prevents business from getting done. Call a halt on the "never ending story" tellers.

The Chair is the meeting "Umpire". The Umpire calls "foul" when the discussion is outa bounds or when someone is delivering a "wild pitch". The Chair should know who's on first and who's striking out. OK, enough of the lame baseball imagery. You catch the pitcher (ouch!). With proper ground rules, your meetings will clear the fence.

For more information on this subject, see www.Regenesis.net.

Published: June 6, 2001

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Richard Thompson owns Regenesis, a management consulting company that specializes in condominium and homeowner associations. He is a nationally recognized expert on HOA management issues. Regenesis publishes The Regenesis Report, a monthly newsletter for HOA boards, developers and managers. To subscribe, go to Regenesis.net. He can be contacted by email at .