While the thought of running a meeting may strike terror in the hearts of some, most of what the Chair says and does is scripted, just like a play. And this script is really quite simple when you use a written agenda as you should to prompt for lines. The typical HOA Board Meeting goes something like this:

1. Call Meeting to Order. (Chair says) This meeting is called to order. (one rap of the gavel)

2. Approving the Minutes to Previous Meeting. The first order of business is the reading of the minutes of the previous meeting. Will the Secretary please read the minutes? (After the Secretary finishes, say) Are there any corrections? (If none, say) The minutes are approved as read. (If there are corrections, say) Are there any corrections? (Then) Are there any other corrections? Hearing none, the minutes are approved as corrected. The Secretary will make the corrections in the minutes.

3. Officer Reports. The next order of business is the Financial Report. Will the Treasurer please report? (When treasurer is through, ask) Are there any questions? (Answer the questions or ask the Treasurer to answer the questions. When finished state) The Treasurer’s Report is accepted as presented.

4. Committee Reports. The next order of business is Committee Reports. May we have the report of the (fill in name) Committee? (When report is done, ask) Are there any questions? (Answer questions or have the Committee Chair answer questions. When questions are done, say) The report will be filed with the Secretary. (Repeat the same process for other committees.)

5. Motions, Discussions & Voting. (Example) The next order of business is the adoption of the proposed Pet Policy as distributed to the membership for comment last month. There was a suggestion from Mr. T to allow Pit Bull Terriers. Do I hear a motion to amend the policy to allow Pit Bulls? Hearing none, is there a motion to adopt the Pet Policy as presented? (Assuming you get a motion, ask) Do I hear a second to the motion? (If you get a second, ask) Is there any discussion on the motion? (When adequate discussion has transpired, say) Call for the question (end discussion and vote)? (Assuming you get one, say) We have a motion to adopt the Pet Policy as circulated to the membership. All those in favor of the motion, say “aye”. All those opposed, say “nay/no”. (If the “ayes” prevail, say) The motion passes. (If the nays/nos prevail, say) The motion fails. (Repeat this process for other business.)

6. Adjourning the Meeting. (Chair says) Seeing that there is no further business, if there is no objection, the meeting will be adjourned. (Pause to see if an objection. If none, say) The meeting is adjourned. (Rap gavel once.) (If there is an objection, then take a vote on adjourning.)

Excerpts from www.parli.com. For more on Meetings and Minutes, see www.Regenesis.net

Published: April 23, 2003

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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 .