[200William-EC] Fwd: Effective Meetings

[Diana Dennison]

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From: Stratasphere by STM <news at stratatitle.com.au>
Date: 3 May 2013 11:00
Subject: Effective Meetings
To: didee at zip.com.au


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  Edition 4 - 2013      Effective Meetings

    *Part 4 of 12: Effective Governance for Executive Bodies of Strata
Communities*

Strata communities are renowned for meetings that seem to lack purpose, or
drag on too long.

This is one of the reasons why it is hard to get people involved. A
well-run strata community should pride itself on purposeful meetings that
run for no more than two hours.

The basic ingredients for this are:

1.A well thought through agenda;
2.Papers provided in advance;
3.An understanding of what decisions are needed;
4.An appropriate balance between monitoring what has been done and
strategising about what needs to be done; and
5.Active debate (more about this and how the chair can promote active
debate next week). A well thought through agenda will pace the group by
suggesting time frames for certain business.

For example:

•First fifteen minutes – agree additional agenda items (if any), confirm
previous minutes and identify outstanding matters from previous meetings.
•Second fifteen minutes – an update from the strata manager on tasks
completed and the progress of tasks outstanding.
•One-hour discussion – the main matters requiring decisions at meetings.
•Last half hour - reviewing accounts, budgets and outstanding levies.

If a Committee has only four meetings a year, then for the one-hour
substantive discussion you might plan to deal with some predictable issues.

•First meeting after the AGM - spend one hour to induct new committee
members and adopt the draft strategic plan for the Committee (see part 2 in
this series).
•Second meeting – spend one hour to review compliance issues.
•Third meeting – spend one hour on repairs and maintenance to ensure
preservation of value.
•Fourth meeting – agree the budget for the forthcoming AGM.

The most important thing that a Strata Manager/Body Corporate Manager or
Chairperson can do to ensure a purposeful meeting apart from preparing a
meaningful agenda, is to ensure that the meeting starts on time and
finishes two hours later. Everything expands to the available time so by
publicising the time for the meeting to end, you will ensure a more
purposeful meeting.

*Next week: In the Chair (the role of a Chairperson)*


       Kind regards,

*Roderick Smith*
General Manager             *Stratasphere - Creating strong committees and
harmonious communities***       Strata Title Management
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for our clients, however we strongly recommend that individuals and
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