Committee meetings aren’t something that occur every week and therefore you want to get the most out of your meetings.
The team at SSKB have put together these tips to help our clients get the most efficient and effective results out of your meetings.
Get quotes and reports.
If there is a job you would like completed at your scheme, arrange for any necessary quotes and/or reports to be carried out before the meeting.
Put it on the agenda.
List everything you want dealt with at the meeting on the agenda. This way nothing will be forgotten.
Make sure all Committee Members have copies of the quotes and reports and any other relevant information at least a few days prior to the meeting.
If you have questions about anything on the agenda for the meeting, investigate before the meeting. Have as much knowledge as you can to allow you to make an informed decision at the meeting.
If there is an Agenda item relating to an area of common property which you are not familiar with, inspect it prior to the meeting.
Set the rules.
It’s vital that the Chairperson sets the rules for the meeting at the commencement of the meeting. If everyone knows what is acceptable then there will be no excuse during the meeting.
Keep to the Agenda.
Community Manager Nick Simic stated “For Body Corporate Committee’s to be able to run effective meetings it is paramount that the basic’s are done right, it is quite common within the strata industry for committees to receive last minute documentation whether that be an owner’s query or a Building Manager’s report. This then puts committee members in a position where they will not be able to contribute effectively when discussion arises, this results in angst between committee members or further delays as the meeting progresses. However, ultimately the “golden rule” with any meeting is to keep to the agenda. Should contentious items be on the agenda, with the assistance of the Body Corporate Manager the Chairperson should look to set timeframes for each agenda item which will allow enough time for a healthy debate but strict enough that the those in attendance remain on point.”
Decide who is going to be responsible for the item and delegate it. There’s nothing worse than finding that there’s been no progress because no-one took responsibility.
Set a deadline so everyone knows the expectations.
Mark off the List.
Make a TO DO list to be addressed before the next meeting and once the item has been fully addressed take it off the agenda.
With these tips, your meetings will run effectively and efficiently so you can get back to enjoying your Strata community.
Your SSKB Community Manager will ensure your meetings are successful and efficient. If you are not a client of SSKB and would like to see how easy it is to make the switch, click here.