HOA board members must be on the same page to run an HOA properly. For this, having a productive and well-structured HOA meeting can help. Different meetings have different purposes. Understanding them helps the board and the homeowners regarding affairs with the HOA community.
Different HOA Meeting Types
If you’re part of a homeowners association, you can encounter several types of meetings. Every kind of meeting has a distinct purpose. They follow specific rules outlined in governing documents and state laws.
HOA Board Meeting
HOA board members gather for this type of association meeting. During one, board members usually discuss association matters. It also allows for reviewing the associations’ finances and deciding on matters related to community governance.
Even if it’s called a board meeting, this gathering is open to homeowners. Typically, this type of meeting happens every month or every quarter.
Annual HOA Meeting
The bylaws of your association typically require this type of meeting. The annual HOA meeting, also called the homeowners association meeting, is widely thought to be the essential gathering of the year. It provides residents a venue to stay informed about what’s happening in the association.
Residents can find out the HOA’s current standing from the HOA board. They can learn more about the assocations’ financial health, policy changes, and future projects. On top of these, the yearly gathering is also when board member elections happen.
However, this gathering is a two-way street. It also allows residents to communicate with the board. Here, they can voice their concerns, give feedback, or ask for clarifications.
HOA Executive Sessions
The executive session is a meeting where board members discuss confidential HOA issues. Some common topics discussed in this type of meeting include legal issues and pending litigation, personnel matters, violations and disciplinary actions, and contracts. Since these topics require discretion, homeowners are not allowed to attend these sessions. The session is closed to residents so that the board can ensure that sensitive information is handled properly.
HOA Townhall Meeting
Unlike formal board meetings, an HOA town hall meeting is an informal gathering. It’s an avenue for homeowners to express concerns candidly, ask questions, and provide feedback. Since they’re informal meetings, town halls shouldn’t involve voting or official decision-making.
The primary goal of an HOA townhall meeting is to build and encourage community engagement. It gives residents an open platform to voice their concerns, discuss upcoming projects, and provide input on proposed changes. These meetings help strengthen communication between the board and the residents.
Special HOA Meetings
Sometimes, your association faces issues that need to be addressed ASAP. In these cases, the HOA doesn’t have the liberty to wait until the next meeting to decide. When these cases happen, the HOA may call special meetings.
Special meetings approve emergency expenditures, handle disputes or legal matters, and vote on special assessments or amendments. Since these meetings focus on pressing concerns, they ensure that critical decisions are made promptly and effectively.
Committee Meetings
The HOA board can’t handle every aspect of HOA operations. To support them, they form committees to which they can delegate matters such as landscaping, safety, social events, or architectural review. Committee meetings are usually informal and focus on specific community projects or concerns.
Understanding HOA Meeting Agendas
Every well-structured HOA meeting has a well-thought-out agenda. Having an HOA meeting agenda helps the board make sure attendees discuss matters in an organized way.
In a nutshell, the agenda serves as the meeting’s roadmap. Having it as a guide ensures that all necessary topics are addressed logically and efficiently. While the format may vary depending on the meeting type, most agendas include the following sections:
1. Call to Order
The first thing that happens in HOA meetings is a Call to Order. At this step, the HOA president or whoever is the designated leader for the meeting marks the start of the meeting. It establishes order and ensures that the meeting has structure from the very beginning.
2. Approval of Previous Meeting Minutes
The board then reviews and approves minutes from the previous HOA meeting. This step provides an official record of past decisions and discussions. Corrections are made before the minutes are finalized if there are errors or omissions.
3. Reports
After the previous meeting’s minutes have been approved, board officials, property managers, and committees usually present their reports. These reports typically include updates on financials, maintenance projects, and other community matters, ensuring that the board manages to review all aspects of the community’s operations.
4. Old Business
Following reports, the HOA usually addresses pending issues from previous meetings with the goal of finally resolving them. Any previously discussed but not concluded matters are revisited to ensure follow-through on key decisions.
5. New Business
New proposals, policy changes, or homeowner concerns are usually the next ones introduced. This part of the meeting allows the board to consider new initiatives and review feedback from residents about the recently introduced proposals.
6. Open Forum
Meetings will usually have an open forum section. Here, homeowners may voice concerns, ask questions, or provide feedback. This is one of the most valuable parts of the meeting, as it allows residents to engage directly with board members, voice their opinions, and gain clarity on community issues.
7. Adjournment
The meeting formally concludes once the board has addressed all items. The board president or another designated official announces the adjournment, signaling the end of official proceedings.
Additional Considerations for Agendas
Homeowners should receive a copy of the agenda in advance, typically along with a meeting notice, to allow attendees to prepare. Some states have specific legal requirements regarding agenda posting, so HOAs should ensure compliance with local laws. Additionally, effective agendas include estimated time allocations for each section to keep discussions on track.
Can HOA Meetings Be Illegal?
Yes, there are times when HOA meetings are illegal. This usually happens when the meeting violates any stipulations from governing documents or state laws. Some of the common meeting violations include:
- Holding meetings without proper notice
- Making decisions without a quorum
- Failing to keep accurate minutes
- Discussing non-executive topics in closed sessions
Your HOA needs to ensure transparency to avoid legal repercussions. It also needs to follow the terms of its governing documents and comply with state laws.
Keeping Things Productive
HOA meetings help the board and homeowners understand the affairs of the neighborhood. A well-run association has transparent and structured meetings to ensure productivity.
Condo Manager offers a top-of-the-line community association management platform for self-managed associations and HOA management companies. Learn more online or by calling (800) 626-1267!
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