Creating Effective Meeting Packages: What to Include and What to Leave Out

A meeting agenda is just the tip of the iceberg. The real power lies in the comprehensive meeting package that accompanies it. At Community ACE, we’ve learned that the quality of your meeting package directly influences the productivity of your board meetings. So what exactly makes a meeting package effective, and how do you avoid information overload?

Beyond the Basics: What Is a Meeting Package?

A meeting package is the complete set of materials board members need to make informed decisions. While the agenda tells directors what they’ll be discussing, the meeting package provides all the background information, data, and context they need to arrive prepared and ready to vote.

Timing Is Everything

First, let’s address when to send your package. One week before the meeting is ideal; never less than three days. This gives board members ample time to review materials, ask clarifying questions, and come prepared. Late packages lead to unprepared board members, which inevitably results in tabled items and wasted meeting time.

Essential Components to Include

1. A Detailed Agenda

The agenda should include precise timing for each item. This serves two purposes: it helps the meeting chair keep discussions on track and signals to board members which items will require more attention and preparation.

2. Prior Meeting Minutes

Include draft minutes from the previous meeting that require approval. This refreshes everyone’s memory about ongoing issues and previous decisions.

3. Financial Reports

Include current financial statements with year-to-date budget comparisons, accounts receivable aging reports, and cash flow projections. Highlight any significant variances that require discussion.

4. Management Report

This should provide updates on administrative and maintenance tasks completed since the last meeting, ongoing projects, and compliance issues. Focus on meaningful accomplishments, not routine tasks.

5. Committee Reports

Include written summaries from all active committees, even if they’re not presenting at the meeting. This keeps the entire board informed of all community activities.

6. Proposal Comparisons

For any item requiring a vote on service providers or expenditures, include a side-by-side comparison of all proposals with your management recommendations clearly indicated.

7. Correspondence Requiring Board Attention

Include copies of any significant correspondence from homeowners, vendors, or other parties that requires board discussion or decision.

8. Draft Motions

For complex items, include suggested motion language. This saves time during the meeting and ensures proper wording for legal purposes.

What to Leave Out

1. Routine Operational Details

While the board needs to know what’s being accomplished, they don’t need minutiae about day-to-day operations.

2. Unnecessarily Lengthy Reports

Edit for clarity and brevity. Use executive summaries for lengthy documents, with full versions available upon request.

3. Unvetted Information

Ensure all information has been verified before inclusion. Unsubstantiated claims or incomplete data waste valuable meeting time.

4. Last-Minute Additions

Avoid adding items after the package has been distributed unless absolutely necessary. Last-minute additions prevent proper board preparation.

Organization Matters

Package materials in the same order as the agenda and number all pages for easy reference. Include both printed and PDF versions for accessibility. Color-coding sections can also help board members quickly locate materials during discussions.

Investing time in creating comprehensive, well-organized meeting packages pays dividends in shorter meetings, better decisions, and more effective community governance. Remember, your meeting package doesn’t just inform—it sets the stage for community success.