As you plan for the year ahead, look back on your condo board meetings from the past year, and adjust your schedule if needed. Many condominium management boards meet monthly, but in most cases, this is too frequent. Discuss the considerations below with your fellow board members for a productive decision.

Why Monthly Meetings May Be Too Frequent

Time passes quickly, so if your board is gathering once every four weeks, there’s not much time between meetings. The next board meeting packet would be due in three weeks and sent to the Board members to review for the next board meeting.  If proposals are needed for upcoming projects, vendors may not have enough time to go down to the property and put together a proposal.  Or, they may submit it right before the next meeting and then the property manager and board members don’t have the time to review the information in order to make an informed decision.  If this is the case, meetings are not as productive and agenda items may need to be deferred.

When a Board meets less frequently, they have more time to obtain the necessary information and ask questions that can be researched before the next meeting.  Also, vendors don’t need to rush to put together a proposal that may not be complete or include errors.

Owners may also find it too difficult to attend monthly meetings and decide not to serve on the board or miss a number of meetings.  If this is happening at your association, then you may want to convene less frequently.

The Benefits of a Different Schedule

By changing your meetings to a less frequent schedule, such as once every three months, members will find it easier to attend. They will prioritize a quarterly meeting much more than a monthly one.

Also, if board members have all the necessary information to make decisions, the meetings will be more efficient and shorter.  You may also find that owners are more willing to serve on the board when you meet less frequently since it requires much less of a time commitment.

Hawaiian Properties makes condominium management easy across Honolulu and the rest of Oahu as well as Kona. This property management company has served properties and their boards of directors since 1929. They facilitate all of your physical, administrative, and financial operations for efficient function. Learn more about their real estate services on their website, and call (808) 539-9777 to request a condominium management plan proposal.