As many homeowners lead busy lives involving careers, family, and all the regular maintenance and work involved in regular housekeeping, we tend to forget responsibilities to the neighborhood and, if we are committee member, our committee council. Homeowner committee members may notice that these responsibilities cause a drop in attendance in committee meetings.
The key is understanding that a Home Owners Committee meeting is no different in operation from the protocol of a city council meeting or a friendly organization meeting. Meeting quorum must be met and meeting attendance and minutes must be reported. While meeting attendance may rarely be 100%, here are a few helpful tips to encourage residents to attend all meetings or improve the community in other ways:
1) Know your organization and committee- Be mindful and correct when describing the organization and its specialized services. Also, be aware of the titles and responsibilities of each committee member.
2) Strive for the full participation- As mentioned, committee meetings may not see 100% participation from the committee, but it is a goal. Remind members of this goal to promote the best attendance and keep regular members attending.
3) Consider subcommittees- Garner participation and dedication through subcommittees. These also encourage personal responsibilities and individual assignments to members.
4) Develop an attendance policy- Specify how many times a committee member may be absent from meetings.
5) Keep detailed meeting notes- Not only do meeting notes show participation of members, but they help annual evaluations on use of meeting times.
6) Consider other forms of service for low attendance members- Help frequently absent committee members become as productive as possible by encouraging attendance at other organizations, special events rather than ongoing activities.
7) Follow regular meeting protocol- If the quorum or minimum required attendance of members is not met, address this issue to all members through email or other communication. Also, announce who is present and absent in committee meeting reports, as practiced in any other standard council, club, or organization report.
Remember to not let the standard for Home Owners Committee meetings slide. Hold every member responsible for their titles and their meeting attendance. Every member has a duty to keeping a high standard of council meeting attendance and council membership responsibility. This in turn will lead to council results and an overall improved community.
Courtesy hoamanagement.com
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