HOA Board Meetings: A Quick Guide

Who Runs your HOA Meetings?

‍

Your HOA board consists of unpaid volunteers who are homeowners in the community. Some are elected each year, while others fill vacancies mid-term. Any homeowner can serve or simply attend.

‍

So what?

‍

Well, board meetings cover essential topics like budgets, upcoming repairs, rule enforcement, and community projects. 

‍

Meeting Locations

‍

Board meetings are held in accessible public spaces (libraries, community centers) or online. Notices are posted in advance per state law and your bylaws.

‍

So what exactly happens during a board meeting? 

‍

‍

1. Quorum & Minutes: Approval of previous minutes.
2. Financial & Project Updates: Review bank statements, budget variances, and status of repairs or upgrades.
3. Rule Enforcement & Requests: Address homeowner modification requests and any violations.
4. Homeowner Input: Open forum for questions or concerns.
5. Voting: Board votes on motions: budgets, contracts, fines, and more.
   
   

Why should you attend the next meeting? 

‍

Board members and homeowners should stay informed and find out how your dues are spent, learn about upcoming projects, and hear how violations are handled. 

‍

Attending board meetings gives you a clear view of how your HOA operates and lets you influence decisions that affect your daily living!

‍

Key Definitions that might help: 

‍

Governing Documents: The collective set of legal papers (primarily the Declaration of Covenants, Conditions & Restrictions, bylaws, and rules/regulations) that establish how the HOA operates, what homeowner obligations are, and how the board and membership must conduct business.

CC&Rs (Covenants, Conditions & Restrictions): The core portion of an HOA’s governing documents that detail permitted and prohibited uses of property, maintenance obligations, architectural standards, and enforcement mechanisms.

Bylaws: The section of the governing documents that lays out the HOA’s internal procedures, how meetings are called, how many board seats there are, term lengths, nomination and election rules, quorum requirements, and voting methods.

Board Seats: The positions on the HOA board (e.g., President, Treasurer, Secretary) that are filled by elected volunteers; bylaws specify how many seats exist and the length of each term.

Voting Methods: The legally approved ways homeowners may cast ballots (e.g., mail-in ballots, online voting, in-person voting) as defined in the governing documents and applicable state statutes.

Ballot: The confidential form (paper or electronic) on which homeowners cast their votes for board candidates or on specific association matters.

Annual Meeting: The once-a-year gathering of the full membership where key business takes place: electing board members, reviewing budgets, and reporting on projects. It’s also when ballots are often counted and results announced.

HOA Records: The official archives of the association, meeting minutes, election results, financial statements, and board member rosters, that must be maintained and made available to homeowners on request.

‍

Check out HOA Simplified on YouTube for another explanation!