Board meetings often have much to address within time constraints and all Board members play a key role in maintaining focus on efficiencies and productivity. With this in mind, we have created our top ten tips for running a Board meeting effectively:
1. Relevant materials, including the agenda, manager’s report, monthly financial statements, arrears report and other relevant documentation, should be provided to all Board members at least 48 hours before the day of the meeting;
2. Board members should not add items to the agenda on the day of the meeting and any proposed additions should be provided to the other members in advance of the meeting;
3. A third party minute taker should be considered so that all Board members are able to fully participate in discussions and decision-making;
4. No documentation should be attached to the minutes unless the Board is prepared to treat such attachments as records of the Corporation, which may be requested by unit owners;
5. The Board minutes should not be a transcript of the meeting, but rather should be concise and record all motions and whether such motions were approved or denied;
6. Board members should strive to complete all business within 3 hours from the calling of the meeting;
7. Discussions and decisions pertaining to employees, specific units, owners, purchasers or mortgages of a unit should be treated and recorded as in camera (private);
8. After each Annual General Meeting, all Board members should consent to hold meetings by way of teleconference, video conference or other electronic or telephonic means;
9. The chairperson is responsible for ensuring that the agenda is adhered to and all conversation is respectful, courteous and constructive; and
10. Any conflict of interest which is material must be disclosed by the Board member in writing. That Board member shall not be present during the discussion or vote with respect to same.
