Let’s face it, the most common thing is that everyone’s calendars are already jam-packed, and finding the time to meet with your Board can be difficult. Add in coming to an agreeable meeting frequency with Board Members, and this becomes a common challenge many associations face today.
So, how often should Association Boards meet? The answer depends on several factors, including the size and complexity of the association and the nature of its activities. That said, there are general best practices that can help steer your Board in the right direction.
Monthly Meetings: Ideal for Active Boards
For Boards with frequent decision-making conversations, monthly meetings will likely be most effective. This allows Boards to stay on top of the association operationally, monitor the financials on a regular basis, and respond in a timely manner to any potential challenges.
Monthly meetings also tend to create stronger relationships amongst the Board Members and help to keep everyone informed and engaged.
A clear advantage of frequent meetings is the possibility of shorter meeting times, as there are fewer topics to discuss. However, it’s important to keep in mind that board members have full-time jobs, personal lives, and responsibilities. Therefore, it’s also advisable to ask yourself if the meeting scheduled for this month is really necessary.
Quarterly Meetings: Balanced and Strategic
Quarterly meetings provide a perfect balance between staying engaged with your Board Members while avoiding potential burnout. This schedule is common with those that focus more on strategic oversight than the daily association operations. Quarterly meetings allow time for meaningful and impactful progress between meetings and can be ideal for assessing strategic goals and making high-level decisions.
These types of meetings are often longer in duration, but they resolve many problems and concerns, and they’re also better for the Board members’ daily agendas. An excellent way to keep these meetings efficient and productive is to hold them in person if possible.
Annual Meetings: Minimum Requirement
Most Boards are required to hold at least one annual meeting. This meeting would typically include elections, budget approvals, and any major decisions or changes made that may impact the membership. While these annual meetings are essential, they are typically not the most effective on their own for a Board to operate.
Boards that are only meeting annually may struggle with responsiveness, continuity, and member engagement. If an association opts for annual meetings only, it should ensure that there is strong communication and decision-making processes are in place between meetings.
Special/Emergency Meetings
In addition to regular meetings, Boards should be prepared to meet for special or emergency meetings when a potential urgent issue arises. These can be called to address crises, legal matters, or time-sensitive decisions. Having a clear process for calling special or emergency meetings ensures the Board can act swiftly when needed, while keeping the Board informed.
Virtual Meetings: Increasing Flexibility
With the rise of virtual meeting tools, many Boards have opted to incorporate virtual meetings into their schedules. These tools allow for greater flexibility for more frequent check-ins without the logistical and financial challenges of in-person gatherings. Virtual meetings are especially useful for Special/Emergency Meetings, or committees that may need to meet between full Board meetings.
Finding the Right Meeting Frequency for Associations
Ultimately, the frequency that your Association Board meets should reflect the needs of the association and its members. Whether monthly, quarterly, or somewhere in between, consistency and preparation are key to making your Association Board meetings productive and impactful.