Running a homeowner’s association (HOA) Board meeting shouldn’t feel like herding cats. The entire process should be as productive and stress-free as possible.
If this feels impossible, don’t worry. In the rest of this article, we will provide the tips you need to run effective and efficient HOA Board meetings.
Tips for Running an Effective HOA Board Meeting
The best practices described below will help you ensure your Board meetings stay focused, organized, and beneficial for the community.
- Set the agenda and share it early.
Every successful meeting starts with a clear agenda. It doesn’t matter whether that meeting is an HOA Board meeting or a meeting at your office. Agendas are important because they provide structure to the meeting and ensure everyone knows the topics to be discussed.
By creating your agenda and distributing it early, you will allow everyone a chance to prepare. Having the agenda will also minimize off-topic discussions during the meeting, making the entire process more efficient. - Keep the meeting focused.
Speaking of off-topic discussions. You want to keep these to a minimum, as they can make the Board meeting drag, which tends to reduce participation and productivity. Make sure you stick to the agenda and avoid going down rabbit holes. If new topics arise, make a note of them and plan to put them on future agendas.
One way to keep the meeting focused is to appoint a chairperson or facilitator who will guide the concertation and start/end the meeting. - Encourage participation.
Because you will have completed the agenda in advance of the meeting, everyone in the community should have access to the topics up for discussion. Encourage homeowners to attend meetings and provide time for public comment.
You will likely receive more community support and participation if you also promptly publish the minutes after each meeting. The more informed your residents are, the more engaged and trusting they will be. - Follow the rules.
Tools like your HOA’s governing documents and Robert’s Rules of Order can be extremely helpful during Board meetings. Following the rules outlined in both of these sources helps maintain order, protect your Board against liability, and avoid disputes. Every Board member should be familiar with procedural requirements and decision-making protocols before each meeting. - Use technology.
Technology can make holding Board meetings easier than ever. It can also ensure your Board is as transparent about the process as possible. Platforms like Zoom and Google Meet make it easy to involve more homeowners in the meetings. Plus, shared drives and online community portals simply provide access to agendas, minutes, and reports. You can even use apps for voting and real-time Q&A.
Consider the technological solutions that would make your Board meetings as accessible and effective as possible. - Ask for professional help.
The number of things to keep in mind while planning for an HOA Board meeting can be intimidating. That is why your Board may want to consider partnering with a great professional community association management company.
At Community Property Management (CPM), our team is proud to provide the best service in. Contact us to learn more!