Question from a Community Manager: “There is a couple in our HOA who constantly contacts board members to complain about nearly every decision the board makes. They attend all meetings but continue to reach out with negative comments about how the board is operating. Is there anything the board can do to address this ongoing behavior?”
Every association board encounters them: the outspoken owners who seem to have a critical opinion about every decision. These individuals—often called “Gadflies” — can make board service challenging, but with the right strategies, their impact can be managed effectively and respectfully
Who is the “Gadfly”?
The “Gadfly” is an expert at criticizing, cajoling, and pinpointing the errors of others. They demand change, interrupt meetings, attack personal integrity, and sometimes allege conflicts of interest. While their passion for the community can be positive, their approach can disrupt board operations and create tension.
Our firm has a Cheat Sheet on Dealing with Difficult People & Harassment*, which is a great resource for any board facing these challenges.
Here are some strategies to consider:
- Establish and Announce Meeting Procedures: Set clear expectations at the start of every board meeting. Outline procedures in newsletters and meeting notices so all owners know the rules.
- Enforce Procedures Uniformly: Consistency is key. Apply the same rules to everyone, every time, to avoid perceptions of favoritism or unfairness.
- Host a Homeowner Forum with Time Limits: Allow owners to voice their concerns at the beginning of meetings, but set a strict time limit. This ensures everyone is heard without letting any one person dominate.
- Maintain Control of Meetings: No one should be allowed to interrupt or derail meetings. Stay focused on the agenda and address only relevant issues.
- Respond Calmly and Professionally: Always use a modulated, non-argumentative tone. Avoid responding in anger or trading insults. Remember, the board is not required to rebut every comment.
- Utilize Parliamentary Procedure: Know when and how to table or postpone motions, refer matters to committees, or adopt special rules to keep meetings productive.
- Set Boundaries for Board Communication: Board members are not obligated to engage with owners outside of meetings. If communication becomes excessive or harassing, it’s appropriate to set boundaries and direct owners to bring their concerns to scheduled forums.
Final Thoughts
Dealing with a “Gadfly” is never easy, but with clear procedures, consistent enforcement, and professional communication, your board can maintain control and ensure meetings remain productive.
Contact Mulcahy Law Firm, P.C. today… we’re here to help your board succeed!
