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3-minute rule expedites meetings

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By RICHARD WHITE

Tribune correspondent

Published: June 28, 2009

Our condominium board meetings were out of control with a few aggressive, hostile members trying to argue about every agenda item. The board bent over backward to try to listen to everyone. Our property manager finally put her foot down when the 45-minute meetings started lasting two to three hours.

The board instituted a three-minute policy, first proposing to allow three minutes at the end of each meeting. The members complained that the board had already voted on everything, so their comments would be moot. So the board switched to three minutes before the meeting, but the members complained that they didn't know what the board was going to say, despite a posted agenda, so their comments might not apply. They demanded to speak for three minutes each and every agenda item.

If there were three speakers and twenty agenda items, you can calculate that would take three hours! What do you suggest?

D.D.

St. Petersburg

The board needs to approve a meeting policy and communicate it to the owners. It should address how items will be included in the agenda, what information will be attached to the agenda, and how a member can address an agenda item. I recommend the policy require members to submit to the secretary a written request to address an agenda item before the meeting is called to order.

After an agenda item has been called, the motion made and seconded, and the directors have discussed the motion, the secretary would then call the members that have presented written requests to talk for three minutes. (If no motion is made, there is no discussion and so no need for members to speak.)

When the member is talking, the comments must pertain to the agenda item. If the member strays off topic, he or she can be called out of order and lose remaining speaking time.

After the members talk, the directors would be allowed a rebuttal before the motion is called for a vote.

I do not recommend a time before the meeting or at the end of the meeting for member discussion. If a member has a request or complaint not addressed on the agenda, he or she would be required to present it in writing to the board for discussion at a future meeting.

Richard White is a licensed community association manager. He does not offer legal opinions; any other questions and comments concerning association operations can be sent to Richard White, 6039 Cypress Gardens Blvd., No. 201, Winter Haven FL 33884; or e-

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