How to Structure an HOA Meeting the Right Way
HOA meetings play a central role in how your community functions. A properly structured meeting helps the board and improves homeowner trust.
Before your meeting, consider this: what type of meeting is being held?
The most common types of HOA board meetings include:
- Board Meetings: Regularly scheduled gatherings where elected board members make operational decisions.
- Annual Meetings: A once-a-year meeting that includes all homeowners, often used to elect new board members and share important updates.
- Special Meetings: Called for specific topics like rule amendments or emergency budget approvals.
Step 1: Provide Timely Written Notice
Homeowners must be notified about upcoming meetings within the timeline specified by your bylaws or state law.
- Notices should clearly state the date, time, location (or virtual meeting link), and the agenda items to be discussed.
- For board meetings, 48 to 72 hours' notice is typical. Annual meetings often require a notice period of 15 to 30 days.
Step 2: Build and Follow a Consistent Agenda
A clear, logical agenda keeps the meeting organized and ensures that all key topics are addressed. A typical HOA board meeting might follow this structure:
Step 3: Keep Accurate Minutes
The board president generally leads the meeting, guiding discussions and keeping the agenda moving. A secretary, or another designated person, should take meeting minutes.
Step 4: Maintain Meeting Etiquette
To prevent meetings from becoming disorganized, it’s helpful to set time limits for each agenda section. You may also adopt simple meeting guidelines, like:
- Limiting homeowner comments to a few minutes
- Requiring speakers to wait their turn
- Keeping discussions respectful and on-topic
You can also consider adopting basic parliamentary procedures including a simplified Robert’s Rules of Order.
Step 5: Open Forum vs. Executive Sessions
In open board meetings, most states require a designated time for homeowners to share questions or concerns. This is usually held toward the end of the meeting. However, not all HOA matters are appropriate for public discussion. If the board needs to address confidential topics, like delinquent dues, legal issues, or personnel matters, move into an executive session.
Step 6: Confirm Action Items and Adjourn the Meeting
Before wrapping up, briefly summarize decisions made and identify who is responsible for any follow-up actions. Once that’s complete, motion to adjourn, record the vote, and set the date for the next meeting.
By completing these action items, you’ll guarantee a successful HOA meeting!
Key Definitions that might help:
Special Meeting: A meeting called outside the regular schedule for a specific purpose (rule changes, emergency budgets, or other urgent business).
Written Notice: The formal announcement of an upcoming meeting, sent within the timeframe required by your bylaws or state law, including date, time, place (or virtual link), and agenda topics.
Agenda: The ordered list of topics to be discussed at a meeting (e.g., call to order, quorum check, old business, homeowner forum, adjournment).
Forum: A designated portion of a board meeting where homeowners can ask questions, raise concerns, and provide feedback in a public setting.
Executive Session: A closed portion of a board meeting used to discuss confidential matters, delinquent dues, legal issues, personnel reviews, that are not appropriate for the open forum.
Action Items: The specific tasks or follow-up steps assigned at the end of a meeting, with clear responsibility and timelines, to ensure decisions get implemented.
Motion to Adjourn: The formal proposal at the end of a meeting to close the session, requiring a second and a vote, and to set the date for the next meeting.
