A guide to your HOA board meeting

Homeowners Associations (HOAs) are essential for communities to best function smoothly, preserve value, and thrive. At the core of this governance process are HOA board meetings, which are vital for maintaining transparency, addressing community concerns, and planning for the future. In this article, we’ll cover all you need to know about these meetings, explaining how they work, their purpose, and tips for running them effectively.
 

What is HOA board meeting?

An HOA board meeting is a formal gathering of the board of directors within a homeowners association to discuss issues, make decisions, and take actions that impact the community. It is the central mechanism used by the HOA to manage association operations, address homeowner concerns, and help the community's long-term success.

These meetings often involve board members, homeowners, and occasionally other stakeholders like vendors or legal advisors. They are usually conducted openly to promote transparency, except for specific sensitive matters which are handled in closed, executive sessions. Properly organized HOA board meetings are vital to the governance and development of the community.
 

How does an HOA board meeting work?

An HOA board meeting follows a structured process to check that decisions are made orderly and effectively. Typically, these meetings are conducted under standardized rules like Robert's Rules of Order. The process begins with a notice sent to homeowners ahead of time, based on legal requirements or the HOA’s governing documents, to provide ample opportunity for participation. A meeting would usually take place in a similar format to:

• A quorum is confirmed at the beginning to check that enough board members are present to conduct official business.
   
• The meeting follows a set agenda, usually including:
   
  • Reviewing minutes from previous meetings
     
  • Discussing ongoing or pending issues
     
  • Handling motions and voting on decisions
     
  • Addressing concerns or questions from homeowners


• Decisions are made through formal votes, and results are recorded in the meeting minutes.
   
• The meeting concludes when all agenda items have been addressed.

Types of board meetings

HOA boards may convene a variety of meeting types depending on the community's specific needs or circumstances. Common types include:

• Regular board meetings are held periodically (monthly or quarterly) to address routine association matters such as maintenance, financial updates, and compliance issues.
   
• Annual meetings focus on broader topics like elections, budgeting for the upcoming year, and providing the community with a summary of the HOA's activities.
   
• Emergency meetings are called at short notice to manage urgent or unexpected issues like storm damage or a compliance deadline.
   
• Executive sessions are private meetings to discuss sensitive issues such as legal disputes or individual homeowner matters. Decisions tied to these discussions must often be communicated during an open session.

Each meeting type plays a unique role in helping the HOA address its goals and community responsibilities.
 

How often should the HOA board meet?

The frequency of HOA board meetings generally depends on the size and complexity of the association.

Smaller HOAs often meet quarterly, while larger associations with more responsibilities usually require monthly meetings to address pressing matters. Additionally, unforeseen circumstances may necessitate emergency meetings to handle specific concerns swiftly.

The governing documents of the association, along with local laws, often dictate meeting frequency. Adhering to these schedules helps provide that operations proceed smoothly, and that homeowner concerns are addressed without unnecessary delays.
 

What do people talk about at HOA meetings?

Discussions at HOA meetings cover a variety of topics related to community management and improvement. Common areas of focus include:

1. Financial updates, where members review the association's budget, expenses, and reserve funds to help provide fiscal health.
    
2. Maintenance and operational updates are also frequent, covering projects like landscaping, facility upgrades, or building repairs.

Rules and regulations are another key component of these meetings, with board members discussing enforcement, compliance, or modifications to existing community guidelines.

Additionally, time is allotted for homeowner concerns, offering residents a chance to raise questions or propose improvements. Future planning may also come into play, addressing long-term goals for safety, growth, or neighborhood enhancements.

While the specifics will vary, each topic contributes to creating a harmonious, well-managed community.
 

What Is the main purpose of a board meeting?

The main purpose of an HOA board meeting is to govern the association effectively by making informed decisions that protect property values, address homeowner concerns, and promote the community's overall wellbeing. These meetings provide a forum to deliberate on essential matters such as budget approvals, rule enforcement, project management, and community planning.
 

Tips for running your HOA meeting

Organizing a well-run HOA meeting boosts participation, minimizes conflicts, and keeps everyone on the same page. Here are tips for smooth and efficient meetings:

1. Prepare a clear agenda
    
   • Include key topics for discussion and estimated time slots.
      
   • Share the agenda with all attendees beforehand to keep discussions focused.


2. Follow parliamentary procedure
    
   • Stick to established rules like Robert’s Rules of Order to maintain order and fairness.<
      
   • Use motions and proper debate to avoid confusion during decision-making.


3. Take accurate meeting minutes
    
   • Record decisions, votes, and key discussions (not verbatim).
      
   • Appoint someone other than the secretary to manage the minutes so they can focus on the meeting.


4. Encourage homeowner participation
    
   • Provide opportunities for homeowners to speak but set time limits to avoid lengthy deviations.


5. Keep it professional
    
   • Avoid informal chatter or distractions. Maintain a business-like approach, especially for sensitive issues.


6. Stay on schedule
    
   • Limit open meetings to 90 minutes and executive sessions to 30 minutes.
      
   • Tackle items at subsequent meetings if discussions run over.

HOA board meetings frequently asked questions (FAQs)

What are the benefits of effective HOA board meetings?

Effective HOA board meetings provide benefits like enhancing transparency by allowing homeowners to stay informed about the association's operations and decisions. This openness fosters trust and engagement within the community.

Additionally, well-organized meetings facilitate efficient decision-making, helping resolve critical issues promptly. Improved communication and collaboration during these meetings can also lead to better property management and increased homeowner satisfaction.
 

How do you handle motions at HOA meetings?

Handling motions at an HOA board meeting involve a defined process. A board member introduces a motion, which then requires a second from another member to proceed.

Once seconded, the motion is open for discussion, giving all members an opportunity to share their views. Following the discussion, a vote is taken, and the outcome is recorded in the meeting minutes. This process helps build transparency and allows for democratic decision-making.
 

What are HOA board meeting rules?

HOA board meetings operate under specific rules to maintain order and legal compliance. These include providing homeowners with adequate notice prior to meetings; a quorum is present to proceed with decision-making and following parliamentary procedures like Robert's Rules of Order. Adhering to these rules promotes fairness and transparency, allowing the association to function effectively while keeping homeowners informed and involved.

As a volunteer board member, you know how critical it is to address your community association’s needs, keep your operations running smoothly and preserve your property’s continued viability. Having effective HOA board meetings is a crucial part of this.

To learn how a professional management company like FirstService Residential can support your community, contact a member of our team.