Page 14 - New England Condominium July 2019

14 NEW ENGLAND CONDOMINIUM -JULY 2019 NEWENGLANDCONDO.COM Make your next capital project a success. Rebates, incentives and financing options are available to help you: • Lower operating costs • Reduce energy usage • Enhance building performance • Increase property value Learn more and apply today. CT: 877-WISE-USE MA: 800-594-7277 CT: EnergizeCT.com/multifamily MA: masssave.com/multifamily Conducting Better Meetings Best Practices for Saving Time and Getting Things Done BY MIKE ODENTHAL BOARD OPERATIONS R esidents in co-op, condo and HOA communities are frequently quite busy. Boards consist of elected volun- teers who nearly always have other jobs and mon Interest Ownership Act, which governs lives. So while a professional management both board meetings and unit owner meet- company can relieve much of the day-to-day ings. The Act requires that a board must hold operational stress of running a multifamily at least two board meetings per year at a place community, no decision can be made with- out those board members coming together to to unit owner meetings, the Act only requires represent the interests of their neighbors. This is why regular board and community tant to carefully review the association’s gov- meetings are essential. For one, they’re usually erning documents, as those might mandate mandated by law. The specifics may vary by that more meetings be held than the statutory region, but it's safe to assume that an annual minimum. meeting of owners or shareholders and sev- eral other gatherings of board members are meetings to be provided to residents at least statutorily required. But meetings shouldn't five days in advance of a meeting. Some be just another administrative box to check: agenda items require 10 days’ notice, such they should be efficient, well-organized fo- rums for conversation between an association lations. The Act also allows the board to set and its leadership where questions are ad- dressed; needs are discussed; and action plans board follows this schedule, it need not pro- laid out that are understood by all parties in- volved. Communication is key to community, make the agenda available to owners at least and so a board that acts in an opaque, closed- off manner can only bring headaches on itself down the line. New England Condominium spoke with a less than 10 and no more than 60 days prior number of attorneys from different states to to the unit owner meeting. In most cases, a outline the legal requirements for association notice of meeting need only include the date, meetings, as well as their personal recom- mendations for best practices to keep those Act, notices may be sent via hand delivery to meetings smooth, productive and brief. Charles A. Ryan, an attorney at Pilicy & Ryan, a law firm in Watertown, Connecticut “In Connecticut, we’ve adopted the Com- convenient to the community. With respect one meeting per year. However, it is impor- “The Act also requires notices of board as amendments to bylaws or rules and regu- a fixed schedule for meetings. So long as the vide additional notices. However, it must 48 hours prior to the meeting. “Additionally, the Act mandates that no- tices of unit owner meetings be provided no time, location, and agenda. According to the each unit owner, or by USPS; commercially