Wishing you a year of abundance, good health, luck & fortune.
Happy Lunar New Year!
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Wishing you a year of abundance, good health, luck & fortune.
Happy Lunar New Year!
Running a successful board meeting, whether it be a condo board meeting or HOA/housing board meeting, is not as easy as you might think.
When it comes to running a successful board meeting, there is usually a wide collection of personalities, viewpoints and personal opinions and interests involved. Managing them all to make the best use of the available time and achieve the objectives of the meeting is an art by itself.
If you want to know how to chair a board meeting and make it successful, keep reading.
The main ingredients for a successful board meeting are preparation, organization and control. Therefore, the most important things to consider are:
A well-organized agenda is one of the main keys to holding a well-run, well-managed board meeting. The agenda for the meeting should include items for following up from the previous meeting, as well as items for discussion in the forthcoming meeting.
Naturally, the agenda should be circulated to all invited parties — ideally together with a copy of the minutes of the last meeting.
The agenda should prioritize the most important items that need voting on and cover any key presentations. Attendees are always interested in details of the financial performance of a property/properties. They’ll want to see documents such as the income statement and profit and loss statement, plus usually wish to know details of any major repairs or scheduled works;
Ensure that there will be enough attendees to form a quorum. Without such, the board meeting group won’t be able to vote for/make any decisions — which can render the meeting as unproductive. The Condominium Corporation Bylaws or if applicable, Articles of Association will usually set out the mechanism to calculate such quorum.
This may sound like an obvious tip, but you should always allocate a time budget for each of the agenda items. One of the biggest weaknesses of committees and board meetings is that they can end up running too long when there is no set time limit. Good time management is a major key to productivity and to hosting successful board meetings.
Depending upon what’s on the agenda, normally 60-90 minutes should be enough for most board meetings. We also recommend allocating around 10-15 minutes for discussion and decisions on major items.
The agenda should be kept brief and be focused on the most important items wherever possible. It’s not recommended to repeat matters from the last meeting or spend too much time focusing on unnecessary items that have already been decided upon.
While it’s great to report progress, the main goal should always be to ensure decisions are enabling the working committee or property manager to continue to carry out his/her mandate.
Of course, every owner or verified attendee wants to have their say. However, it can sometimes be difficult to focus on main points if the meeting’s participants are not managed properly. Be firm but fair and respect what the attendees are saying, but be sure to keep them focused on the most important matters at hand.
It might seem obvious, but keep minutes and record all decisions. Ensure the salient points with the key decisions and action points are noted, as meeting members will always have a chance in the next meeting to comment on the minutes.
Board meetings are all about organized discussion to facilitate the most important decision-making. Meeting rules establish the appropriate procedures to get to an end result. It’s worth taking some time to go over the rules every now and then, as this may prevent any issues from arising later.
The board meeting should be wrapped up by having a short overview of what was discussed and final review of action items, with responsibilities attached. Decisions can be briefly recapped.
At Emerald Management & Realty Ltd., we have many years of experience with arranging, running and managing board meetings for various properties. So, why not get in touch with us today and see how we can help?
Just give us a call or send an email to make an appointment to discuss your own property management needs. We’ll be more than happy to assist with your board meetings or any other property-related matters.
With the holiday season upon us and as we approach the the end of a year like no other, Emerald Management & Realty Ltd., would like to extend our gratitude and appreciation to those who have entrusted us to provide property management services: our clients, tenants & residents, our team members, contractors, and the communities that we serve.
Thank you to all our clients and residents for your collaboration and working with us as we continued to provide property management services during this unprecedented time of challenge and opportunity. We are grateful for the support of our people. Especially for their resilience and commitment to providing responsive service and looking at innovative solutions. This helped meet our focused goal of keeping everyone healthy and working. Markedly, the teamwork provided the inspiration to keep all of us mentally and physically strong so that we could remain responsive, positive and be flexible through the challenges and opportunities faced this past year.
We also wish to send a shout of support to all the first responders, health professionals and every other essential worker for keeping us safe and reminding us of the importance of caring for others and giving back for the greater good. It has been proven time and again this past year, that together, we are stronger.
In recognition of the support of being made by those working tirelessly to serve some of the hardest impacted in our the community, in lieu of gift cards, this year, donations were made to the Calgary Food Bank, HomeFront Calgary, Make a Wish Foundation, Mustard Seed, Project Warmth and the Salvation Army.
Like so many, we look forward to the day where we can get back to business-as-usual and celebrate the lessons learned and the successes achieved. Until then, we are focused on interacting safely to minimize the threat of COVID-19 and are grateful for everyone’s effort and cooperation to help keep each other safe and healthy.
New restrictions were announced by the province last week that came into effect on December 13, 2020 to further help manage the rising cases of COVID-19 in Alberta. Emerald Management & Realty Ltd. has reviewed the information provided and offers the following updates as it impacts property management in Calgary & Area.
These updates continue to be in line with Emerald’s focus of protecting the health and wellbeing of our employees, families, customers, suppliers and our communities. As it has since March 2019, we continue to be proud of everyone’s support and focus on staying safe while continuing business operations.
Emerald is following the guidelines of Alberta Health Services and while this information continues to change and evolve, we believe we are well positioned to meet the challenges of this pandemic. In response to the recent Government of Alberta restrictions:
The above protocols and restrictions are in accordance with Alberta Health Services and supported by the Alberta Real Estate Association and the Real Estate Council of Alberta.
While the situation continues to evolve, our team is poised to take swift action to ensure we are in line with the new measures and can continue to offer the service and responsive experience we are known for. To assist our customers and team members with information about how we continue to adapt, we will continue posting regular information on our website at: www.emeraldmanagement.com/blog This has proven to be an effective tool and resource for our community.
Should you be interested in learning more about Emerald Management & Realty Ltd.’s efforts or current protocols, please contact us.
From all of us at Emerald Management & Realty Ltd., thank you for your support during this challenging time. Stay healthy!