Most association meetings run smoothly. Now and then, though, one person attends to dominate the discussion, belittle other people's ideas, or make others uncomfortable. Sometimes that person is an owner, and sometimes it is a fellow director. When this happens, other owners stop attending, volunteers step back, and the board's work slows down. Conflict can be managed calmly with good preparation, clear rules, and an understanding of what the law allows.
This article is general information and is not legal advice. The association's attorney should be consulted.
Recognizing the Problem
Disruptive behavior is not always loud. It can include:
- Interrupting others or speaking well past the time allowed
- Personal attacks, insults, or foul language
- Repeatedly raising matters that are not on the agenda
- Attempts to take over the meeting from the chair
- Quieter tactics, such as guilt or pressure applied privately to other directors
Disagreement by itself is not a problem. Owners are allowed to question the board, and directors are expected to debate. The concern is conduct that prevents others from being heard or keeps the board from doing its work.
Know the Owners' Rights
Florida law protects owner participation, and any approach to conflict must respect it. Under sections 720.303(2) and 718.112(2)(c):
- Owners have the right to attend board meetings and to speak on all designated agenda items.
- The association may adopt written, reasonable rules governing the frequency, duration, and manner of owner statements. HOA rules may include a sign-up sheet for members who wish to speak.
- In a condominium, the right to attend also includes the right to ask questions about reports on construction or repair projects, revenues and expenditures, and other issues affecting the condominium.
- Owners may record board meetings by audio or video, subject to reasonable rules.
Set Clear Meeting Rules
Written speaking rules are the most effective tool a board has. A typical rule allows each owner a set number of minutes per agenda item, asks speakers to sign up before the meeting begins, and calls for comments to be directed to the chair. The rules should be adopted at a properly noticed meeting, shared with owners, and applied the same way to everyone.
A detailed agenda also helps. When items are listed clearly and followed in order, it is harder for one person to steer the discussion elsewhere. The chair can politely note that a topic is not on the agenda and offer to consider it for a future meeting. More guidance is available in
6 HOA board meeting best practices.
Talk Privately First
A person who disrupts meetings may not realize how the behavior is seen by others. A calm, private conversation, preferably in person or by phone rather than by text or email, often resolves the matter. Tone is easier to read in person, and misunderstandings are less likely. The conversation should focus on specific conduct and on the shared goal of productive meetings.
Rely on Facts, Not Opinions
When a meeting gets heated, facts help bring it back on track. Bids, budget figures, reserve studies, engineering reports, and legal opinions should be included in the meeting materials. Decisions grounded in documents are easier to explain and harder to derail, and they build trust with owners.
If a meeting cannot continue in an orderly way, the chair may call a short recess. If anyone's safety is threatened, law enforcement should be called.
When the Problem Is a Director
The board cannot vote a fellow director off the board. Under sections 720.303(10) and 718.112(2)(l), a director may be recalled, with or without cause, only by a majority of the total voting interests, and the statutory recall procedures must be followed.
If the director also holds an office, such as president or treasurer, the board itself can change that. Under section 617.0842, a board of directors may remove any officer at any time, with or without cause. The person would remain a director but would no longer hold the office. The association's attorney should be consulted before either step is taken. Related guidance can be found in
how HOAs can intervene to stop neighbor-to-neighbor harassment.
Help With Difficult Meetings
Meeting preparation, agendas, notices, and minutes are handled for the communities managed by Condominium Associates, and an experienced manager can help keep meetings focused. To talk about your board's meetings,
contact us.
