Maine Alliance for Road Associations - PowerPoint presentation

11 Oct 2020 7:00 AM

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Message # 9296612

Anonymous member

Do any MARA members use PowerPoint as a presentation tool at their meetings? I think it would be beneficial to visually present:

The meeting agenda;
Include Board of Directors’ reports;
Give progress reports;
Explain budgeted items;
Address road association concerns and issues;
Make suggestions;
Encourage members to participate at meetings and "brainstorm".

A defect in the roadway, damaged culverts, etc. could be visually included in the presentation and discussed, much like the presentation at the recent MARA Conference.

A presentation can be easily prepared using a home computer, but to incorporate the PowerPoint presentation into a road association meeting would require a projection device connected to a laptop computer.

Any suggestions ?

14 Oct 2020 9:11 AM

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Reply # 9303066 on 9296612

Anonymous member (Administrator)

We have not used Powerpoint at RA Meetings. I'd be interested in others use of visual aids. Items 1 - 4 in your list are sent as PDF attachments to the 30 day Notice of Meeting to all owners. I have a few extra copies and the Agenda printed out and available at the meeting, for those who did not bring their PDFs.

Considering your Item 5, if I know some issue will be confusing or controversial, I will write up an enclosure to the Notice to explain or make the Board's case for approval. Powerpoint might be useful in this case for further clarifying difficult issues or concerns at the meeting. My purpose with pre-meeting attachments (enclosures) is to reduce "Surprises" that can lead to conflict or drawn out discussion.

As you point out, Harold, Powerpoint does require special equipment that may not be available to some but could be useful to those who have access to it. I hope we may hear from others.

Last modified: 14 Oct 2020 9:15 AM | Anonymous member (Administrator)

15 Oct 2020 5:42 AM

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Reply # 9304960 on 9296612

Anonymous member

I have been considering using a visual presentation at road association meetings to illustrate items that need attention including proposed budgets, proposed bylaw amendments, visually presenting areas of concern such as damaged roadway and culverts, etc.

I have done some research regarding the cost of the equipment needed and find a few low priced computer-driven projection devices in the $100 - $150 range on Amazon. Most laptop computers have the ability to create PowerPoint presentations and could also be used to make a presentation. A white or light colored wall of the meeting room could be used as the presentations screen.

The guest speakers at the recent MARA Conference included visual aids in their presentations allowing attendees to better understand road erosion problems, damage to culverts, road association issues, encourage participation and brainstorming issues of concern.

15 Oct 2020 1:33 PM

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Reply # 9305930 on 9296612

Anonymous member (Administrator)

Section 3101 allows member dues to be spent on road maintenance, insurance, and administrative costs. While purchasing power point equipment might be seen by some as fitting under administrative costs, I can see others objecting. I do know of one situation where a member was irate about road association funds having been spent to buy a computer and printer. My recommendation would be either for a member to buy the power point equipment with his own funds and allow the road association to use it, or to make very sure that the expenditure had solid approval of the members. Or a safer alternative would be for those members who think it's a good idea, to make extra contributions above and beyond their dues in order to purchase the equipment and donate it to the association.

16 Oct 2020 6:19 AM

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Reply # 9307202 on 9296612

Anonymous member

I was not going to request the road association membership to invest any money towards a laptop computer, printer or projector.

16 Oct 2020 9:00 AM

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Reply # 9307408 on 9296612

Deleted user

If you do a Zoom meeting you can share documents, etc. on the screen during the meeting. Since COVID, we have been using Zoom instead of meeting in person. You can assign someone, other than the person running the meeting, to facilitate the Zoom technology so things run more smoothly.

17 Oct 2020 10:05 AM

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Reply # 9309204 on 9296612

Anonymous member (Administrator)

I'm glad you were not suggesting road association funds be spent to purchase power point equipment. My response to you gave us both a chance to clarify that point. There are some road associations that might think it was acceptable, and I want to discourage that notion. Thank you for your suggestions!