IT’S HOT OUTSIDE BUT WE WOULD LOVE TO SEE YOU! PRACTICAL TIPS FOR ACHIEVING QUORUM
At some point or another, associations have meetings that fall shy of a quorum. Generally, this leaves the association unable to conduct business. How to fix this issue can vary from association to association.
Further, and perhaps ironically, those boards that perform the best often struggle the most with quorums because their ownership feels no particular compulsion to invest the time and effort in attending meetings of an association in which things are going smoothly.
So, here are some tips for achieving a quorum. You want your meeting to “ROCK ‘N’ ROLL” (it’s Summer so we don’t mind being a little campy):
1. Refreshments - We’ve all seen this work time and time again. Something as little as a free snack can draw people. If a slice of pizza is involved, you may have to engage crowd control!
2. Outside Personnel - Nothing gains interest like a topic of actual interest. Set aside a small portion of the meeting for a guest speaker. Guest speakers draw attendance. The “right” guest speaker is in-line with your community’s interests. If security is a concern, have a speaker from the local police department. If management routinely receives insurance questions, have your agent appear to answer questions and provide info on suitable H06 policies. If a substantial project is coming up, have the contractor appear with pictures of how glorious the property will look when the job is completed.
3. Contests - This is not a joke. Certain members of your community will turn out if a “raffle” or similar “contest” promises a chance of winning a gift card or similar prize. Note that while we have seen associations put up a month of condo fees, we do not recommend this. Most states have clear statutory authority about the calculation and assessment of the routine fees and interference with this procedure could be more trouble than it’s worth.
4. Kindness - This one isn’t meant to be corny (well….) We have spoken to owners who shy away from meetings because they either won’t get a chance to participate or will be interrupted (or worse) if they do. You can introduce “kindness” into an association meeting by simply making, announcing and enforcing the ground rules. The ground rules must, of course, cover basic principles of respect (only speaking one at a time; only speaking when you have the floor; directing comments to the board; no shouting, etc.). Attendance trends upward when owners feel that the meeting is a “safe” place should they have something to share.
5. Notice - Sure, you comply with the meeting notice required by your governing documents. But, in some communities filled with busy professionals or young families, planning is everything and it can be a challenge. Sometimes, a little more notice can boost attendance by allowing people with tight schedules to get the meeting on their calendar early and before other bookings.
6. ROLL - Roll out the “red carpet”! Owners will be more likely to attend a meeting that appears to be an accessible event. So, pass on the “standing room only” association clubhouse and rent a function room at a nearby location with easy parking, easy access and sufficient chairs for the crowd you hope to draw. Or, if geographic location is an issue for your owners, talk to your legal counsel about amending your governing documents to be able to extend owners the technological ability to attend the meeting virtually via an online broadcast.
Of course, more traditional techniques still have merit. For example, doing the leg work to collect sufficient proxies (even if the proxies are provided just to achieve quorum).
Written by: Gary M. Daddario