I’ve had a few questions about requisition meetings recently so I thought I would take some time today to make a few comments about them.
First, a requisition does not always mean that the owners distrust the board or think they are doing a bad job. Often, in my experience, the owners simply want more information than they feel they have been given. Sometimes the information requested was previously provided to the owners, which can be a big source of frustration for directors and managers. Try not to take it personally. The information may have been misplaced or forgotten, or they may not have understood the information provided and need clarification. Whatever the reason, consider the meeting an opportunity to discuss issues and find creative solutions to problems.
Second, preparation is the key to a successful requisition meeting. There is nothing more frustrating to the owners than attending a requisition meeting only to find the board does not have answers to any of the questions asked by the owners in the requisition. This will lead to a heated and lengthy meeting. Take a few hours before the meeting to review the relevant documents, talk to the necessary contractors or professionals, and consider preparing any visual aids or handouts that might assist.
Third, pick a venue that works well for a requisition. If the requisition is likely to result in a volatile meeting, such as where the removal of directors is sought, pick a neutral location such as a common room or your local library. Don’t hold the meeting in an owner’s unit. Also, consider if security guards or off-duty police should be hired for the meeting to ensure that all attendees are safe. This shouldn’t be necessary for most meetings, but I have been to meetings where I was glad they were there!
Finally, consider if other people, such as contractors and professionals, should be invited to the meeting. If the requisition mentions issues with a major repair project, it might be a good idea to have the engineer present. Sometimes a lawyer might be a good idea, such as where there are complex legal issues to discuss, but other times the lawyer’s presence might create a hostile environment for the meeting. It isn’t necessary to have a lawyer attend or chair the meeting; the lawyer should only be invited if his or her presence will assist in some way.
For more information, see my previous posts on requisitions: