Homeowner’s associations (HOAs) must employ transparent communication and foster homeowner involvement to succeed. One of the best ways to achieve these goals is to run an effective HOA meeting.
Most HOAs will host meetings quarterly or monthly. Yet, regularly scheduled meetings are just one part of effective leadership—your Board also needs to hold meetings that are efficient, calm, and encouraging for the community.
Find out how to run the most effective HOA meetings and more in the rest of this guide from ACRI Community Realty.
Why HOA Meetings Should be Effective
A well-run HOA or condo meeting is important because it delivers several benefits for the community. These include the following.
- Respecting everyone’s time.
- Promoting transparency.
- Supporting informed decision-making.
- Building trust between the Board and homeowners.
Tips for Running an Effective HOA Meeting
The following tips and tricks can help your Board plan and execute a well-run HOA meeting.
- Prepare an agenda, and stick to it.
A clear agenda is the most crucial component of an effective HOA meeting. Your agenda should:
Be distributed in advance.
Clearly outline discussion and action items.
Allocate time for each topic.Plus, your Board needs to stick to this agenda during the meeting. Keeping everyone on track and focused on the agenda will ensure the meeting runs smoothly. - Set clear meeting rules.
Establish ground rules for the meeting and distribute them to homeowners in advance. These rules should include the following.- Time limits for homeowner comments.
- Respectful communication expectations.
- Proper procedures for motions and votes.
- Encourage productive homeowner participation.
Homeowner input is important in all aspects of HOA governance, including HOA meetings. These are moments where homeowners can feel heard and that their voices and opinions matter in the community. However, your Board must ensure that homeowner input is structured. Consider the following policies for homeowner input.- Designated open forum periods.
- Written submissions for complex issues.
- Clear explanations of Board authority versus homeowner input.
- Document decisions clearly.
You’ve planned and planned, and now the day of the meeting is here. Your Board must still complete certain tasks to ensure the meeting proceeds smoothly. Most importantly, document and create meeting minutes appropriately. The minutes should:- Record decisions and votes, not debates.
- Be approved promptly.
- Be stored securely and made accessible to the entire community.
- Partner with a professional community association management company.
A professional community association management company can help your Board with all aspects of HOA meeting preparation and execution. From creating agendas to ensuring legal and procedural compliance, the experts are trained to provide the support your Board needs.
For HOAs in the greater Pittsburgh area, there is no better community association management company than ACRI Community Realty. By following best practices and the tips above, we can help your Board conduct meetings that save time and reduce conflict.
Contact us today to learn more!
