How to Run Effect Board Meetings for Your Community Association

Community association board members juggle work, family, and personal responsibilities while volunteering their time to serve their neighborhoods. Board meetings are where important decisions get made, and when they’re well-organized, they help your association run smoothly and respectfully. Whether you're new to a board or looking to improve meeting efficiency, this blog offers practical guidance tailored to Northeast Ohio communities.

Our firm supports boards across Cuyahoga, Lake, and Lorain county with governance, compliance, and meeting procedures—learn more on our Community Associations page.

In the following video and step-by-step guide, Community Association Attorney Rachel Kuhn outlines proven strategies to help your board stay focused, prepared, and compliant with Ohio law.

In this video Attorney Rachel Kuhn shares her top tips for running productive board meetings.

1. Set a Consistent Meeting Schedule

Set a consistent meeting date in advance. Having a consistent meeting date, scheduled in advance, helps board members plan ahead, and avoid lengthy conversations trying to coordinate schedules. For example, a board that meets monthly may choose to meet the third Tuesday of every month. Only stray from this set schedule on an as-needed basis, such as if you know you will not be able to achieve quorum. Under Ohio law, board members can participate remotely—via speakerphone, video conferencing, or any method that allows full participation. This flexibility helps maintain quorum and continuity.

2. Choose a Distraction-Free Location

Hold your meetings in a distraction-free environment. This can be the Association’s club house, a board member’s home, public library, or a quiet corner of a local coffee shop. Ensure that your meeting location is relatively quiet, and conducive to discussing all of your agenda items, in particular confidential executive session items. While refreshments are welcome, avoid serving alcohol during board business to maintain professionalism and focus.

3. Share the Agenda and Materials Early

Create a clear and concise agenda, and send it out in advance of the meeting. This is also an ideal time to circulate any additional documents, such as prior meeting minutes, financial reports, manager reports, and contracts and correspondence that need reviewed. That way, board members can review these documents prior to the meeting, and be prepared to engage in meaningful discussion.

If an executive session is planned, prepare and distribute a separate agenda and relevant documents ahead of time. This ensures confidentiality and clarity.

4. Manage Owner Participation Thoughtfully

Any owners who wish to speak at the meeting should contact the community association manager or president in advance, and ask to be placed on the agenda. If your association is required to (or simply chooses to) hold open meetings, this does not mean that owners are allowed to chime in on the discussion or voting. It simply means that they may observe. Many boards will schedule an open forum to address owner concerns at the start of the meeting. Make this an agenda item and limit it to ten or fifteen minutes. This structure helps maintain order while giving owners a voice. Consider adding a recurring “Owner Forum” section to your agenda.

5. Start on Time and Maintain Quorum

Be on time. Board business cannot begin until there is quorum. The closer to the start time that all members are present and ready to call the meeting to order, the sooner the Board can get to work. Timeliness shows respect for everyone’s time and helps meetings stay on track.

6. Stick to the Agenda

Stay focused and stick to the agenda. Try to avoid falling off topic or engaging in side conversations. The President or other board member chairing the meeting should help ensure that discussion follows the agenda. Assigning a timekeeper or using a timer can help keep discussions productive and prevent meetings from running long.

7. Set Time Limits

Set a time limit. Board meetings should not last more than two hours unless there is a major issue to address. If necessary, set time limits on discussion of certain agenda items to help move things along. Consider wrapping up with a brief summary of decisions made and next steps to reinforce accountability.

Conclusion

Efficient board meetings don’t happen by accident, they’re the result of thoughtful planning and respectful collaboration.
If you're serving on a community association board in Cuyahoga, Lake, Lorain, Summit, or Geauga County, and have questions about governance or meeting procedures, it's important to speak with an experienced attorney who understands Ohio law and can guide you through the process.

📅 Ready to move forward? Schedule a paid consultation with Attorney Nicholas Weiss.
📞 Have more questions? Contact our office.
❓ Want quick answers to common community association questions? Visit our Community Association FAQ page.

About the Author

Attorney Rachel Kuhn is a seasoned real estate and litigation attorney with over ten years of experience representing clients in property disputes, zoning matters, and nonprofit governance. She serves individuals, businesses, and organizations throughout Northeast Ohio. Learn more about Rachel Kuhn.

Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Reading this post does not create an attorney-client relationship. For personalized guidance, please consult with a licensed Ohio attorney.