Author: Matt McEwan

PODCAST: Key Strategies to Improve Your HOA Board Meetings 

Posted on by Matt McEwan

PODCAST: Key Strategies to Improve Your HOA Board Meetings 

Posted on by Matt McEwan

Are you a member of your Homeowners Association (HOA) board and find yourself leaving meetings feeling more frustrated than accomplished? If so, you’re not alone. Many board members face similar challenges.

On episode 50 of HOA Insights: Common Sense for Common Areas, Noah Maislin of Minutes Solutions and Robert Nurdlund of Association Reserves discuss best practices for HOA board meetings.

Having a productive meeting starts with preparation. In this episode, Noah Maislin emphasizes the need for board members to be armed with accurate information and well-thought-out ideas to ensure meaningful conversations during the meeting.

Transform your board meetings from dreaded tasks into efficient and even enjoyable sessions. Tune in to this episode to learn from the experts and bring a new level of professionalism and organization to your board activities.

Listen Here

Minutes Solutions Inc.

As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for organizations in a wide variety of industries. As community association experts, Minutes Solutions is trusted to take minutes for the Community Associations Institute (CAI). 

Since 2014, the company has provided minute-taking services for over 50,000 meetings for more than 4,000 communities and organizations across North America. Its cohort of over 150 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Matt McEwan

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Matt McEwan

Join Matt McEwan of Minutes Solutions, and Steve Roderick and David Velasco of JGS Insurance, as they dive into the realm of community association meetings in episode 159 of Community Association Car Chat.

In this episode, they discuss the challenges of minute taking for community associations and the benefits of professional minute takers. Matt walks you through the process of utilizing our minute-taking services and highlights the key qualities that make a great minute taker.

Additionally, he delves into the differences between minute takers and stenographers, providing valuable insights to help you navigate your options effectively.

Ready to enhance the efficiency of your community association meetings? Watch the video to gain valuable insights and learn how to start putting your meeting minutes to work.

Watch Here

Minutes Solutions Inc.

At Minutes Solutions Inc., we don’t just document meetings; we transform them. With a wealth of experience specializing in professional minute-taking for community associations, our team stands ready to elevate your meetings to new heights. As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute-taking services for over 50,000 meetings for more than 4,000 organizations across North America. Its cohort of over 150 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.

community communicating

Engaging Communication

Posted on by Matt McEwan

Engaging Communication

Posted on by Matt McEwan

A Community Association board’s responsibility extends beyond ensuring fiscal responsibility or overseeing routine maintenance. The crux of its role lies in fostering transparent, effective communication with residents. It serves as the cornerstone of a vibrant community.

Communication is the linchpin of community engagement. When residents are informed, they feel included, recognized, and valued, which cultivates a sense of unity and mutual respect. This elevates their sense of belonging and makes them more receptive to board decisions. In contrast, a lack of transparency or ineffective communication fosters mistrust and suspicion. Homeowners might feel alienated or misinformed, leading to discord, misinformation, and often, unnecessary conflicts.

Decode and Disseminate

Financial updates, imminent projects, changes to community policies, and critical protocols must be conveyed with clarity and transparency. Regular monthly or quarterly updates are standard. However, in the event of emergencies or significant changes, immediate communication is vital.

While traditional methods like newsletters or bulletin boards still hold value, digital platforms such as community websites, emails, and social media groups can be more immediate and far-reaching. Recognizing the demographics and preferences of one’s community can help in devising a balanced, multi-faceted approach to communication.

Build Bridges, Not Walls

Engaging residents is a two-way conversation. Boards can harness town hall meetings, suggestion portals, and online polls to gauge the pulse of the community. Dedicated listening sessions, where board members simply listen to homeowners, can also be invaluable.

While it’s inevitable to encounter challenging interactions, it’s essential to address these with a blend of empathy, professionalism, and patience. When an issue escalates, consider mediation as a practical option to ease the tension and provide a resolution.

The hallmark of an effective board isn’t the absence of errors but the sincerity in acknowledging them. Honesty paired with a robust corrective strategy can mend bridges and restore faith.

Be Consistent and Encourage Participation

Fostering trust and engagement extends beyond periodic updates. Demonstrating consistency in actions, being accountable, and upholding the highest standards of integrity are vital. Encouraging active participation through committees or volunteer roles can amplify the sense of shared responsibility and ownership within residents.

Board meeting minutes are often underutilized as a tool for reinforcing trust. Minutes can offer insights into the board’s deliberative processes, challenges faced, and the rationale behind decisions; these minutes can significantly enhance transparency.

Boards that prioritize this will not only lead with efficiency but also with the trust and support of their community.

This article from Minutes Solutions was originally published in the November/December 2023 edition of the Community Association Institute’s Common Ground Magazine.

What are Robert’s Rules?

Posted on by Matt McEwan

What are Robert’s Rules?

Posted on by Matt McEwan

Meetings are supposed to be where critical decisions are made, but they can become frustratingly chaotic if discussions get off track or emotions run high. Using a structured framework called a “parliamentary authority” ensures that meetings are productive, fair, and focused. While there are several authorities, the most well-known is Robert’s Rules of Order – more than just a set of regulations, they’re a tool for better governance and collaboration.

The Core of Robert’s Rules

For those asking, “What are Robert’s Rules?” motions are the lifeblood of this procedural framework. Every significant action starts with a motion, followed by debate and voting:

  1. A member says, “I move that…” to propose an action.
  2. Another member seconds the motion to signal agreement to discuss.
  3. The chair opens the motion for debate, ensuring everyone has the chance to speak.
  4. The motion is put to a vote and the decision is recorded in the minutes.

Every motion must be addressed — whether approved, amended, postponed, referred to a committee, or voted down. Motions come in various types, each serving a unique purpose:

  • Main Motions introduce new business.
  • Amendments modify or clarify an existing motion.
  • Privileged Motions address urgent matters unrelated to the current discussion.
  • Incidental Motions resolve procedural questions (e.g., points of order).

During debate, speakers must be recognized by the chair, comments must remain relevant to the motion, and enforcing time limits will help keep discussions focused. If debates become unproductive or tensions rise, calling a vote can bring focus back to the core issue; this is a procedural tool that anybody can use to advance the meeting.  

The process might feel formal, but it prevents confusion, mitigates conflict, and keeps discussions on track. Without structure, members can derail progress and abusive behaviour can escalate. Rules of order establish boundaries and ensure meetings are respectful and goal-oriented.

Using Rules to Keep Meetings Productive

Beyond mitigating conflict, Robert’s Rules offer procedural tools to keep meetings efficient, with terminology such as:

  • Call the Question: When a debate becomes repetitive, any member can propose to end the discussion by calling the question to then vote on the core issue. A motion to call the question requires a two-thirds majority to pass.
  • Point of Order: If someone veers off topic or violates meeting rules, another member can use this tool to refocus the discussion.
  • Refer to Committee: For complex issues, forwarding the matter to a smaller group for detailed review allows the larger meeting to continue without getting bogged down in minutiae.

In extreme cases, the chair can use Robert’s Rules to take decisive action, such as delivering a rules-based pronouncement or even removing a disruptive individual. These measures ensure that even contentious or complicated issues are handled systematically.

Voting: Turning Discussion into Action

Voting is the culmination of every motion and can be conducted in various ways:

  • Voice Vote: A quick “aye” or “nay” works for straightforward decisions.
  • Roll Call: A recorded vote that identifies how each member voted ensures accountability on contentious issues.
  • Ballot Vote: An anonymous option, ideal for elections or sensitive topics.
  • Unanimous Consent: For non-controversial matters, the chair can ask, “Is there any objection?” If none is raised, the motion passes.

By tailoring voting methods to the context, board members ensure decisions are transparent and equitable.

Preparing for Better Meetings

Use these steps to set your meeting up for success long before the call to order:

  1. Create a Clear Agenda: Include time to discuss key items like reports, unfinished business, and new proposals. A consent agenda can streamline routine matters, leaving more time for substantive discussions.
  2. Distribute Resources: Share cheat sheets or summaries of Robert’s Rules with participants to build confidence and clarity around participation.
  3. Empower the Chair: A skilled chair keeps discussions focused, ensures fair participation, and delivers rules-based decisions when necessary.
  4. Adapt the Rules: For smaller or informal groups, simplify the procedures and minimize Robert’s Rules jargon to fit your organization’s needs.
  5. Hire a Professional Minute Taker: Expert minute takers understand procedural elements such as motions and amendments. They are trained to record the results of motions, significant decisions, and assigned action items, and to avoid unnecessary details that might obscure what truly matters.
Advantages and Challenges of Robert’s Rules

While widely recognized for their utility, Robert’s Rules are not without their complexities.

Advantages

  • Streamlined Meetings: Only one motion or issue is discussed at a time, preventing digressions and ensuring efficiency.
  • Democratic Participation: Every member has the right to speak before anyone speaks a second time, fostering inclusivity and collaboration.
  • Clear Accountability: Votes and decisions are clearly recorded and communicated, enhancing transparency and organizational integrity.

Challenges

  • Learning Curve: New users may find the detailed rules overwhelming.
  • Potential for Manipulation: Savvy participants could exploit procedural nuances to delay progress or dominate debates.
  • Rigidity: Strict adherence may hinder creativity in less formal settings.
Getting Started with Robert’s Rules

If you’re new to parliamentary procedures and asking what are Robert’s Rules, know that a wide range of organizations including non-profits, corporate boards, and government bodies successfully use them to foster transparency around their public decision-making. Whether a small community meeting or a multinational boardroom uses Robert’s Rules, they help organizations lead with confidence and collaboration and provide a structure to navigate complex issues and diverse opinions.

For those new to Robert’s Rules, mastery lies in building foundational knowledge and practical experience:

  1. Understand Core Procedures: Familiarize yourself with motions, voting processes, and meeting roles.
  2. Keep Resources Accessible: The 12th Edition of Robert’s Rules of Order Newly Revised is the definitive guide to the question of what are Robert’s Rules.
  3. Start Small: Practice in informal settings to build confidence in applying the rules.
  4. Don’t Be Intimidated By Jargon: Smaller boards (e.g., up to 10 members) with a casual style do not always need to use all Robert’s formal terminology. Small bodies can follow the principles without using all the lingo.  
  5. Seek Expert Guidance: Organizations like the National Association of Parliamentarians offer resources and training for deeper understanding.

The next time your meeting teeters on the brink of chaos, remember: structure, fairness, and clarity are just a motion away.

Navigating Snowbird Season: A Guide for Florida Community Managers

Posted on by Matt McEwan

Navigating Snowbird Season: A Guide for Florida Community Managers

Posted on by Matt McEwan

Florida’s allure as a winter escape attracts over 800,000 seasonal residents, known as “snowbirds,” each year from November to April. Their presence poses both challenges and opportunities for community managers in various associations across the state. This guide aims to assist community managers in facilitating a smoother transition for both full-time and seasonal residents during snowbird season.

Understanding Snowbirds

Snowbirds, primarily retirees, significantly impact the state’s economy and community life. Mainly arriving from Canada during winter, they spend up to six months in Florida, avoiding harsh winters to maintain healthy habits and enjoy outdoor activities. Meanwhile, with the rise of remote work, some younger professionals are opting for short-term stays, seeking flexible vacation rentals within Condominium Owners Associations (COAs) and Homeowners Associations (HOAs), while retirees often purchase properties in these associations.

The increased resident population during snowbird season can strain community resources and sometimes disrupt permanent residents. Effectively managing a community during this time necessitates a delicate balance of preparation, communication, and addressing the distinct needs of both resident groups.

  1. Encourage Active Participation

Establish trust by keeping owners well-informed about financial matters and encourage their active involvement in virtual board meetings. Their active involvement in board or committee meetings not only gives them a voice in decision-making but also keeps them abreast of community developments.

2. Communication Is Key

Use various channels to keep residents informed about community events, maintenance schedules, financial matters, and any policy or procedural changes. Establish an efficient system to verify and update mailing addresses, ensuring that vital documents are not mistakenly sent to residents’ northern homes during snowbird season.

Update your community website regularly, distribute newsletters, and use social media platforms to stay in touch with snowbirds throughout the year. This can help minimize the challenges snowbirds might face when transitioning back to Florida. Consider creating a dedicated section on your community website or a monthly newsletter specifically tailored to snowbirds, offering information on local events, health services, and any other pertinent details they may find helpful during their stay. Use the time when homeowners are on-site to educate them about year-round community issues, enhancing their readiness to manage interactions with renters and leasing agencies effectively.

3. Seasonal Services

Adapt community services by adjusting hours, providing additional security measures, and organizing special events to accommodate snowbirds. Collaborate with local businesses to offer exclusive discounts or services to snowbird residents, fostering a sense of community and goodwill.

Ensure that maintenance schedules are communicated clearly, and services such as landscaping and pest control are managed efficiently to maintain the community’s appeal throughout the snowbird season.

4. Social Integration

Navigate the delicate balance between year-round residents and snowbirds by embracing the vibrant energy that winter months bring to your community and fostering social integration. Organize ‘snowbird socials,’ engaging mixers, potlucks, or community events that encourage unity. Additionally, create clubs or interest groups catering to the diverse interests of both demographics, breaking down social barriers and building a more cohesive community. This proactive approach not only welcomes snowbirds but also strengthens the sense of community among all residents.

5. Use Technology as a Tool

Leverage technology to streamline communication and community management. Implementing community apps or online platforms can facilitate easy access to information, event updates, and maintenance requests. Encourage residents to use these tools, making it convenient for snowbirds to stay connected with the community even when they’re not physically present.

6. Emergency Preparedness

Ensure emergency preparedness by reviewing and updating evacuation plans, sharing emergency contact information, and conducting drills to ensure that all residents are familiar with safety protocols. Consider designating community ambassadors or volunteers who can assist new arrivals in understanding emergency procedures.

7. Managing Budgets with Snowbirds in Mind

Florida’s charm comes with challenges like corrosive saltwater and storms that increase operational costs for homeowners, condominium owners, and community associations. Community managers should focus on effective financial management and budget wisely. Craft a comprehensive budget considering rising costs for maintenance and amenities during snowbird season. This prevents surprises and ensures financial stability, benefiting both year-round and seasonal residents.

Additionally, given soaring insurance premiums, ensure adequate coverage by regularly reviewing policies, consulting experts, and prioritizing essential coverages to protect the community effectively.

Conclusion

Successfully managing a community during snowbird season requires a proactive and inclusive approach. By understanding the unique needs of seasonal residents, maintaining clear communication, adapting services, fostering social integration, leveraging technology, prioritizing emergency preparedness, and managing finances efficiently, community managers can create a harmonious and thriving environment for both full-time and snowbird residents alike.

How Professional Minute-Taking Can Help

Navigating snowbird season demands precise documentation and timely action. As an industry expert, Minutes Solutions has worked with thousands of condominiums and HOAs across North America since 2014. With a team trained in the nuanced requirements of community associations, our professional minute takers ensure accurate and comprehensive records of every crucial meeting detail. Our commitment to swift delivery ensures that community managers receive minutes promptly, aiding them in efficiently addressing action items identified during meetings.

Trust Minutes Solutions to be your partner in comprehensive and timely documentation to support you in steering your association with precision and efficacy.

Good Governance: The Vital Role of Community Association Boards

Posted on by Matt McEwan

Good Governance: The Vital Role of Community Association Boards

Posted on by Matt McEwan

Introduction

Community associations are more than just a collection of homes with community-wide rules. Community associations are dynamic neighbourhoods where governance shapes not only property values but also the quality of life. At the heart of this delicate balancing act is the board of directors, a group of dedicated owners who volunteer their time to help govern the community. These volunteers do not simply maintain the status quo; they have the opportunity to create a vision and structure that transforms a group of homes into a thriving community.

Not surprisingly, governance comes with challenges. Board members must manage assets, resolve conflicts, and make decisions that impact every resident. The stakes are high, and the responsibility is immense. Yet, with the right approach, a well-functioning board can foster trust, transparency, and a true sense of community.

Upholding Governing Documents

The governing documents of a community—its by-laws, declarations, and covenants—serve as its constitution, defining how it’s run and how community members interact within it. While board members come and go, these documents remain the core of the community’s identity. The board serves as the guardian of these foundational rules, upholding the values of the community and its members.

This is no small task. Upholding governing documents requires not only enforcement but also the ability to be a fair judge. Residents expect rules to be applied equitably, without favouritism or unreasonable rigidity. By ensuring compliance, the board lays the foundation for a community built on trust and mutual respect.

Decision-Making

Policies established today shape tomorrow’s harmony, and deliberations are where these policies take form. Thoughtful, inclusive discussions that consider legal obligations, resident input, and long-term implications are the backbone of a board that is trusted by the community it serves. Decisions made by the board impact the community, so meeting minutes are more than procedural necessities; they are living, breathing documents that ensure governance transparency. Clear, accurate documentation provides residents insight into the board’s reasoning, reinforcing community trust and accountability.

The Element of Trust

Trust transforms governance into collaboration and is earned through consistent, transparent board actions. Boards that communicate openly, listen to their communities, and act fairly toward residents build—and reinforce—the foundation for trust.

A transparent board:

  • Keeps residents informed by sharing updates on budgets, policies, and upcoming decisions.
  • Involves the community by opening meetings for homeowner input and addressing concerns in real time.
  • Builds credibility by documenting and publishing decisions with thorough and accurate meeting minutes.

Transparency ensures that residents understand not only what decisions are made but also the rationale and motives behind them. This clarity adds credibility to board actions, ensuring that doubt or mistrust doesn’t overshadow the board’s authority.

Financial Stewardship

Residents rely on their boards to manage their dues responsibly and transparently. Open financial reporting, timely assessments, and clear communication about expenditures foster trust. Budgets reflect community priorities, and financial statements show how the board has worked to fulfill its commitments. Residents expect full fiscal accountability, and the importance of transparency cannot be overstated. In the hands of a capable board, the community’s financial standing becomes a way to create a roadmap to shared goals.

Rule Enforcement

Rules are the glue of a peaceful community, and enforcing them presents real challenges for the volunteers who must ensure the rules are followed. Fair enforcement is essential. Playing favourites or ignoring infractions undermines credibility, while consistent, transparent processes build respect. Boards must balance authority with empathy, addressing violations without alienating residents. Thoughtful enforcement transforms rules from penalties into tools for guiding residents toward shared expectations and mutual understanding.

Using Communication as a Tool

A community without communication is a ship without a captain. Boards must act as conduits of information, ensuring residents are informed and involved. For sizeable communities, newsletters, websites, and town halls aren’t optional; they’re essential tools of governance.

Meeting minutes play a pivotal role, offering clarity on decisions and demonstrating the board’s commitment to openness. When communication flows freely, trust is the natural outcome.

Boards should adopt communication policies that:

  • Establish clear processes for how residents can contact the board or management, ensuring multiple accessible channels such as e-mails and meetings.
  • Set standards for responsiveness, including timelines and tone.
  • Foster openness by sharing decisions and important updates transparently, including bad news, instead of withholding information and potentially allowing mistrust to take hold.
  • Anticipate resident concerns and address them before they escalate, starting by encouraging resident involvement in governance.

Adopting this mindset allows boards to move from being in the position of damage control to that of trust-building.

Action Steps for Transparent Governance

Building trust and maintaining good governance requires deliberate action. Boards can implement practical strategies such as:

  • Regular Newsletters: Share updates on community events, board decisions, and key dates.
  • Accessible Records: Respond promptly to requests for meeting minutes, budgets, and other official documents.
  • Open Meetings: Dedicate time for homeowner feedback and ensure meetings are easy to attend.
  • Visible Leadership: Host informal Q&A sessions or meet-and-greets to humanize the board and build rapport.

These actions go beyond procedural requirements and minimum expectations by fostering a culture of openness and collaboration.

Conclusion

At its best, governance is not about control but connection. Through connection, boards can cultivate communities where trust is the foundation and progress is the legacy. Their role in maintaining good governance is critical to the health and harmony of their neighbourhoods.

By communicating openly, enforcing rules fairly, involving residents, and listening actively, boards can transform governance from a series of obligations into a shared vision for success. Trust and transparency are not just ideals—they are tools that empower boards to serve their communities with integrity and confidence.

Bolstering Your Board: Tips for Supporting Nonprofit Boards

Posted on by Matt McEwan

Bolstering Your Board: Tips for Supporting Nonprofit Boards

Posted on by Matt McEwan

In the realm of nonprofit leadership, addressing the intricacies of board dynamics is essential. Nonprofit boards encounter a spectrum of challenges, from recruitment hurdles to strategic misalignments between boards and staff, and other pitfalls that can impede organizational growth. 

Navigating these challenges requires a strategic approach to achieve effective board governance.

In this power-packed webinar, Matt McEwan of Minutes Solutions, Jill Krumholz of RealHR Solutions, and Barbara O’Reilly of Windmill Hill unravel the complexities of nonprofit board management. They share valuable insights on building strong relationships, strategic planning, fostering collaboration and a culture of open communication, as well as leveraging technology for effective board support.

This webinar is not just a discussion; it’s a roadmap for nonprofits to overcome hurdles, enhance board effectiveness, and, ultimately, drive impactful change. Whether you’re a seasoned nonprofit professional or just starting, the insights shared by the panelists offer actionable strategies to elevate your organization. 

To access the full webinar, simply follow the link provided.

Watch Here

Minutes Solutions Inc.

Minutes Solutions is your trusted ally, dedicated to enhancing the efficiency and accountability of nonprofit organizations. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for nonprofit boards across various fields. Since 2014, the company has provided minute taking services for over 45,000 meetings for more than 3,000 organizations across North America. Its cohort of over 125 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices. This commitment ensures that nonprofit boards can streamline their administrative processes, allowing them to focus on their core mission.

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

A can’t-miss session at the 2023 CSAE Annual Conference in Montreal

Speaker
Matt McEwan
VP, Sales & Marketing – Minutes Solutions Inc.

Date
November 10, 2023, at 11:15 a.m. – 12:15 p.m. 

Room
Rue McGill

As the Canadian Society of Association Executives (CSAE) annual conference in Montreal draws closer, we’re excited to spotlight a compelling session on our agenda, put on by our own Matt McEwan: “Can Radical Transparency Work for Associations?”

With the continuous evolution of digital technology and the growing demand for accountability in the corporate world, the concept of radical transparency has become a hot topic of discussion. But can such an audacious idea find a home in the world of associations?

Imagine a world where employees and members of your association are privy to the core of its operations – from staff salaries to daily communications. At first glance, it may sound chaotic, perhaps even a bit alarming. But dive deeper, and a vast sea of possibilities emerges from such openness.

Radical Transparency: A Boon or a Bane?

This question forms the essence of this session. It’s not just about exposing the underlying mechanics of your association. It’s about questioning the traditional norms, exploring the uncharted territories of management philosophy, and gauging the effects of such transparency on collaboration, trust, employee satisfaction, and overall operational efficiency.

What if lifting the curtains on your association’s strategic objectives and financial metrics leads to greater member engagement? What if it results in unbiased, clear-cut communication that enhances collaboration and accountability? On the flip side, are there dangers of discontentment, insecurity, or even exploitation?

Real-World Case Studies and Critical Analysis

The session will not just remain confined to theoretical musings. Be prepared to journey through the history of this concept as we uncover real-world examples of organizations that embraced radical transparency in its different forms. Learn from their success stories, understand the challenges they faced, and draw valuable lessons that can be applied to the unique landscape of associations.

While the benefits of radical transparency, like improved trust and reduced biases, might be evident, the potential risks and pitfalls, especially in the context of associations, need to be addressed critically.

Why Attend This Session?

For association leaders looking to innovate, enhance member trust, and create a more inclusive environment, understanding the dynamics of radical transparency is crucial. This session promises to do the following:

  • Provide a balanced perspective, weighing the pros and cons.
  • Equip attendees with actionable insights and strategies.
  • Foster interactive discussions, allowing leaders to share their apprehensions and aspirations.

Whether you’re contemplating introducing radical transparency in your association, or you’re simply intrigued by the concept, this session will offer a spectrum of insights and information. It will empower you to make informed decisions about how transparent your association should be and how to navigate the complexities that come with such a decision.

Add It to Your Calendar!

Montreal’s vibrant energy coupled with CSAE’s promise of enriching content makes this conference an unmissable event. “Can Radical Transparency Work for Associations?” is bound to be a highlight, so make sure you mark it on your itinerary.

We’re ready to challenge, inspire, and most importantly, engage with all association enthusiasts. 
Are you?

WEBINAR: Improve Governance with New Technology and Processes

Posted on by Matt McEwan

WEBINAR: Improve Governance with New Technology and Processes

Posted on by Matt McEwan

Traditional governance practices often come with challenges, especially when adapting to remote and hybrid environments. Outdated methods, such as printing and mailing bulky board materials and managing all minute-taking in-house, can cause security concerns and severely limit the efficiency of staff and board members.

The solution? Innovative governance processes and technologies!

In this engaging webinar, Matt McEwan of Minutes Solutions, Kevin James Karas of Yoga Alliance, Alicia Meiklejohn of AOAC INTERNATIONAL, and Jordan Castel of OnBoard explore the dynamics of modernizing governance.

By embracing modern governance solutions, you can streamline your processes, improve communication, and enhance the overall efficiency of your association’s board. Learn from industry experts and gain valuable insights to transform the way you manage governance and compliance.

To watch the full webinar, simply click the link below and take the first step towards a more empowered board and a brighter future for your association’s governance.

Watch Here

Minutes Solutions Inc.

Minutes Solutions takes the minutes for ASAE and CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 45,000 meetings for more than 3,000 organizations across North America. Its cohort of over 125 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on their core mission.

national preparedness month graphic

Strengthening Community Resilience Through Effective Governance

Posted on by Matt McEwan

Strengthening Community Resilience Through Effective Governance

Posted on by Matt McEwan

September ushers in National Preparedness Month, making it a perfect time for community associations to reinforce their governance structures in anticipation of inevitable challenges. This blog post explores the significance of preparedness from a governance perspective, highlights the critical role of record keeping, and offers insights on effectively using National Preparedness Month as an impetus for action.

The Imperative of Preparedness for Community Resilience

Preparedness isn’t merely a luxury; it’s a fundamental necessity. Whether grappling with natural disasters, public health emergencies, financial turbulence, or legal complexities, community associations must adopt a proactive approach to governance. Associations play a pivotal role in managing disasters and emergencies within their communities, and preparedness is the linchpin for smoother decision-making, response, and recovery during adversity.

How Minutes Can Help Your Organization

Accurate and detailed minutes are the foundation of good governance. They provide a historical record of meetings, decisions, and actions taken. During crises, minutes become invaluable for tracking resource allocation, understanding past decisions, and maintaining transparency. Well-maintained minutes act as a compass to navigate uncertainty.

National Preparedness Month and Your Community

National Preparedness Month serves as an annual reminder to evaluate and strengthen your association’s readiness. It provides an opportunity to scrutinize emergency plans, identify vulnerabilities, and refine procedures. Community associations can leverage this month to engage their members in preparedness activities and educate them about their roles in emergencies.

Crafting a Robust Emergency Plan and Its Components

During an emergency, community associations are responsible for disseminating crucial information to residents, coordinating emergency services, and facilitating community recovery efforts, among other responsibilities. An emergency plan outlines the organization’s response to various crises. It encompasses the following:

  • Clear communication protocols
  • Well-thought-out evacuation plans
  • Strategic resource allocation strategies
  • Contact information for key stakeholders
  • Defined roles and responsibilities for board members, community managers, and residents
  • Procedures for assessing and addressing property damage

When creating the plan, consider the specific risks your community faces, whether it’s hurricanes, wildfires, or flooding. Customize your emergency plan to address these unique risks and ensure that it undergoes regular reviews and updates to remain effective.

The Value of Professional Minute Taking

Professional minute-taking services, such as Minutes Solutions, are invaluable allies on the path to preparedness. They guarantee meticulous documentation of all critical governance discussions and decisions, reducing the risk of misunderstandings or disputes during crises. At Minutes Solutions, we understand the unique challenges facing condominiums and homeowner associations (HOAs). Partnering with our team of expert minute takers allows you to focus on strategic planning and effective response, empowering you to lead your community with unwavering confidence and resilience.

Together, let’s build more robust, resilient communities.