BE TRANSPARENT.
In addition to conducting the meeting in an orderly fashion, be sure that
information is presented clearly. The audience at an annual meeting doesn't
always understand community associations. Use the meeting to teach
members about the association and its operations. Even the old-time
regulars will benefit from the information. Keep in mind the phrase, "tell them
what you are going to do, why you're doing it, and what you did." Use this
practice in conducting new business, such as electing board members, and
when acting on specific issues. Share background on why the board took a
specific action and explain the results. When presenting information, such
as committee reports, state the purpose of the committee, its goals, and the
results it's achieved. Don't take shortcuts or speak in jargon—either of these
reduces the usefulness of the information.
HIGHLIGHT VOLUNTEERS AND ACCOMPLISHMENTS.
Finally, use the annual meeting to inform homeowners of association
activities in a manner that is loud, clear, and celebratory. Take charge by
giving a "State of the Association," report. You don't need to rehash every
thought and action from the past year, just highlight the most significant
activities and actions. Recognize the efforts of volunteers by mentioning their
names. Discuss how a decision will benefit the association. When you share
this type of information, it also makes it easier to field questions from the
members. Many of their questions will already be answered, and they'll know
that the board is in control.
