Sunday, November 4, 2007

Q: Herndon: I have recently moved into a condo and noticed that maybe 1 percent of owners show up for monthly meetings. Are there any ways we can boost attendance at condo association meetings? The only thing my board has come up with is raising fees 10 percent to get them to attend.

A: "It would take a daring board to increase assessments just to boost homeowner involvement," said Frank Rathbun, spokesman for the Community Associations Institute in Alexandria. "It's not likely to be the sort of meeting you want."

Instead, examine the relationship between the board and other residents. "The more you involve residents, the more you communicate with them, the more likely they are to participate," Rathbun said.

It starts the day people move in, Rathbun said. "We encourage boards and their professional support to have welcome packets for new residents." Such packets could include key governance documents, gift certificates and information about the community. To encourage involvement, include a list of committees the residents could serve on and other ways they can get involved.

"You can do all sorts of things to build a sense of community," Rathbun said. "And the more you build a sense of community and a sense of belonging, the more involvement and interest you'll get from residents." Holiday parties and summer picnics, for example, often draw people when a more formal meeting won't.

There are also ways to make the meetings more interesting, Rathbun said. Incorporate time for socializing, or invite a speaker. Hold raffles and sponsor contests. Consider a less formal seating arrangement, with the board sitting among the other homeowners rather facing them. Use graphics to convey important information, such as budgets, in an accessible way.

And don't ignore the renters. They may not be able to vote, but they have a vested interest in the community and should be encouraged to attend meetings.

None of these changes will help if residents don't know about the meetings, though. "Start promoting it early and often, whether through your newsletter or direct mail or a Web site," Rathbun said.

Then watch your success snowball. "If you have one very enjoyable and productive meeting, word will spread."

-- Mary Ellen Slayter