Board meeting rules: Roberts rules, guidelines, and more

A homeowners association (HOA) board’s strength comes from the diverse perspectives its members can bring to the table. But without structure, those perspectives can lead to unproductive debates and disorganized meetings. That’s why successful boards follow clear, established meeting rules.
 

What is an HOA meeting?

An HOA meeting is a formal session where board members (and often residents) come together to discuss key matters affecting their community, such as budgeting, maintenance projects, new policies, or vendor contracts. These sessions provide an official setting for motions, discussions, and voting. The decisions made can shape the direction of the property for months or years ahead.

For many Georgia communities, these gatherings also function as a platform to address homeowner concerns directly. Attendees might ask about landscaping improvements, share insights on security, or weigh in on capital improvements. By following recognized HOA board meeting rules, the board can handle these inputs in a structured manner, limiting confusion and repetitive conversations. Ordered meetings help everyone understand what’s on the agenda, when they can speak, and how final decisions will be reached.
 

Types of HOA meetings in Georgia

HOA boards in Georgia typically hold a few different types of meetings, each with its own scope and attendance guidelines:

• Annual meetings: Once a year, the board convenes an open forum for all owners, focusing on broader updates like major expenditures or upcoming elections. This is often where new board members are voted in, and annual reports are shared.
   
• Regular board meetings: These sessions are held monthly or quarterly and revolve around recurring tasks, from reviewing finances to finalizing community events. With routine scheduling, boards can build consistency for owners who wish to see how their community is being managed.
   
• Special meetings: When an urgent or time-sensitive matter arises, the board may call a special meeting. For instance, if severe storm damage necessitates immediate repairs and funding decisions, board members might meet outside their usual schedule.
   
• Executive sessions: Certain topics, such as discussions about delinquent accounts or pending legal concerns, are handled privately in an executive session. Though the broader community may not attend, the board generally reports any formal motions or decisions afterward, so residents remain informed of final outcomes.
   
• Committee meetings: Some associations appoint committees to tackle specific areas like finance, social events, or architectural guidelines. These smaller teams meet on their own schedule to brainstorm ideas and make recommendations, which the main board later reviews and votes on. Even though committee gatherings are often less formal, following board meeting rules and documenting discussions can be helpful.

Essential board meeting rules for more effective HOA meetings

1. Follow Robert’s Rules of Order.

   Adopting Robert’s Rules of Order is a tried-and-true way for HOA board members in Georgia to add clarity and formality to their meetings. Originally created in the 19th century, this system lays out precise steps for making motions, conducting votes, and closing debate, so conversation doesn’t stall or drift into personal arguments. By treating meetings as formal proceedings instead of casual get-togethers, boards can keep discussions on track and gather input more efficiently.
   
   “Many boards I work with adopt Robert’s Rules of Order,” says Gary Hulion, a regional director for FirstService Residential. In his 20+ years in property management, he’s worked with many association boards and attended countless board meetings. “It’s amazing how much more quickly a meeting can move along when everyone abides by them. Those attending tend to respect the motion and vote better when there is order and a process that is followed. It also allows those who are watching the meeting to understand the topic and why the board may have come to the conclusion that it has.”
    

2. Keep emotions in check.

   Boards are typically made up of residents who display a passionate attitude about their community. And that’s a good thing. But it’s important to remember that board meetings are business meetings, which leaves little room for emotion. Implementing board meeting rules, like Robert’s Rules of Order, can help instill a sense of professionalism and focus for board members. If some of your board members are unfamiliar with the formal procedural elements of meetings, your property management company should provide training or guidance on meeting procedures.
   
   For more guidance on aligning your board and making impactful decisions, listen to our podcast episode, Aligning as a board for maximum results.
    

3. Watch the clock.

   The most productive meetings have clear, time-bound agendas. “I’ve worked with boards that used to conduct meetings from 9 a.m. to 4 p.m., and we cut that to 90 minutes for the longest meetings. Everyone starts to drift after that time, and it’s hard on even the best secretary to take minutes after an hour and a half,” Hulion said. “You should limit the number of items on the agenda so all of them can be addressed during the allotted meeting time.”  Providing an agenda at least seven days prior to the meeting gives board members plenty of time to familiarize themselves with the issues and make changes if needed. Your property management company should assist your board with preparing a brief but effective, agenda that prioritizes action items.
    

4. Don’t let meetings become gripe sessions.

   If a session devolves into venting or personal attacks, things can go off track quickly. Some boards use a short “open forum” near the start or end so residents can bring up concerns, then carefully guide those conversations without letting them sidetrack official business. If a board member is visibly frustrated about an issue outside the scope of the current topic, encourage them to address the issue privately or add it to a later agenda for proper discussion. Following effective board meeting rules helps keep conflict from overshadowing legitimate decisions.
    

5. Enforce a code of conduct.

   Hulion provides board members with a written code of conduct which they all sign and agree to follow. By laying out expectations for respect, confidentiality, and courtesy, the board sets boundaries that everyone agrees to uphold. If someone crosses the line, having an adopted code lets fellow directors remind them politely that they’re breaching agreed-upon board meeting rules.
   
   “We provide board members with a board training session,” Hulion said. “It's a great investment in helping everyone understand their roles, responsibilities, and how to conduct business as a board. Board members are often new to meetings of this nature and just need some help understanding their role and what the meetings are about.”
    

6. Listen actively and attentively.

   Active listening is about hearing someone’s viewpoint completely before jumping in with your own perspective. Encourage the meeting chair (often the board president) to briefly restate a speaker’s main point. This tells them they’ve been understood, even if others may not agree. Homeowners notice when a board truly listens to community feedback.

Running efficient, productive board meetings requires structure, preparation, and collaboration. By following established guidelines and best practices, your board can keep discussions on track, promote transparency, and make informed decisions that benefit your community.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications or their decisions or actions prior to proceeding.​
 

Get expert guidance on board meeting rules and HOA best practices in Georgia

As North America’s leading property management company, FirstService Residential provides expert guidance, board training, and professional support to help your HOA operate smoothly. From preparing effective meeting agendas to enforcing governance best practices, our team empowers board members with the tools they need to lead with confidence.

Ready to make your board meetings more effective? Contact FirstService Residential today to learn how we can support your community.