One important technique of streamlining common interest development Board meetings is to provide directors in advance with all of the information they will need to make in the upcoming meeting.  That information should include any of the documentation necessary for the Board to make an informed decision. Therefore, the exact content of a Board packet may vary.  One would normally expect however, that minutes of the past meeting, financial reports, vendor proposals, and association correspondence, by way of example.  This grouping of documentation is often referred to as a “Board packet” or “directors' report.”  If you don't have a good manager, an officer will need to prepare that packet.

I checked with some leading Southern California management firms to find out what they say about Board packets.  I contacted three veteran managers: Kirk Watilo, Joanne Pena, and Gregg Lotane.

I relayed your question about timing to the managers, including Kirk Watilo of Action Property Management.  He said “our policy is that it should be sent to the Board members approximately a week in advance of the meeting, so that the Board members (who are all volunteers and have a life as well) have sufficient time to prepare for the meeting.  This will cause the meeting to be more efficient for everyone.

Gregg Lotane, of Merit Property Management, said:

“I believe in sending the Board packages far enough in advance so that the Board members actually receives it five days in advance of the Board meeting, and preferably by the Friday before the weekend that precedes the Board meeting."

Joanne Peña of Horizon Management said:

“I generally prepare my management report one week in advance of the meeting so that it is in my Board members' hands five days in advance.  I encourage my Board members to review the report and contact me with any questions that they may have prior to the meeting.  Board meetings run much more efficiently when the Board members are familiar with the subject matter.”

She made a telling further comment: “Nothing is more discouraging than to have prepared a thorough and informational management report, and witness Board members opening the envelope for the first time as they sit down at the table.”

The new agenda law, requiring posting of agendas at least four days ahead, also points toward the fact that a President or manager should know at least four days ahead what needs to be decided at the meeting, and therefore the contents of the Board packet should be ready at least by then.  Directors exercising reasonable business judgment will read the material, and be prepared to discuss it by the start of the meeting.

The consensus among the managers is clear: Board packets are an indispensable tool for productive and efficient Board meetings.  They should be distributed at least a week prior to the meeting.  Good agendas, solid Board packets, prepared managers and prepared directors should result in good meetings.

LEGAL TIP:  Did you know you can check the license of any contractor on the internet?