MEETING NOTICES
For annual meetings, even virtual ones, boards must give directions for guests attending, participating, or voting. This includes the name and download link available for the virtual software that will be used to carry out the meeting, in addition to any required materials or hardware to participate. Sending out follow-up reminders for associations is also a good idea to ensure everyone has received the pertinent information and is prepared to have that time blocked off in their schedules.
NOMINATIONS
When the governing documents allow, nominations for board members should be made in advance of the annual meeting through a nominating committee. Additionally, many association bylaws require that nominations must also be allowed from the floor of the annual meeting. If you are unsure of the requirements for the nomination process for your community, consult with an HOA attorney about the nomination process required by your association’s bylaws.
BALLOTS
It is critical to also know what your association bylaws require for the method of voting for directors. If your members vote by ballot, the board should confirm it the ballots must be secret, whether they can be cast outside a meeting, and whether they can be cast electronically. Ballots may include a place where members can write-in candidates. If you association can vote outside a meeting electronically, consider hiring a third-party company to conduct the voting process for you.
SIGN-IN/CHECK-IN
One of the biggest concerns with holding virtual annual meetings is the security of the meeting and the best method to ensure that only members or their proxies attend. Boards will want to establish an efficient way to identify and confirm the eligibility of persons who sign on for the meeting. Additionally, it should be noted that any questions or topics to cover in the meeting should be submitted beforehand in order to flow through the agenda with minimal interruptions.
HAVE A CLEAR AGENDA
Having a well thought out agenda and sticking to it is imperative for a successful meeting. Whoever volunteers, or is chosen, to chair the meeting should have ample time to put some remarks together and have a script to work from if needed. Have all hands on deck to help with signing people in, recording minutes, and assisting the attendees. The homeowner’s association needs to strictly treat this as a business meeting with essential items to tackle and agree upon.
MAKE IT INFORMALLY FORMAL
An informal meet and greet before the start of the meeting, making board members more accessible to residents, may also be a good idea. This meet and greet is a great time to connect with HOA committee heads, property managers, and other association members or residents who do not interact regularly. If you’re going virtual, you will want to discuss how you can still provide this feeling without the in-person opportunity to gather.
Board Member Roles & Responsibilities
President – As the president of the homeowners association, you will preside over all meetings and make sure they run without a hitch. This applies to both annual meetings and board meetings. You will prepare meeting agendas with your fellow board members, making sure to consider requests from community members. Furthermore, you will work with the management company to send notice of the meeting as detailed in the HOA’s governing documents.
Vice President - Many find it difficult to fully understand the role of HOA Vice President. For all intents and purposes, the HOA Vice President’s responsibilities are the same as the President’s. This is because their primary duty is to assume the role of the President when the President is unable to do so themselves.
Secretary - HOA Secretary responsibilities include giving proper notice of all meetings, recording all meeting minutes, and distributing all essential documentation to the other board members. Another key function of the role of Secretary is to review all official documents in an effort to ensure a continually updated record.
Treasurer - The HOA Treasurer responsibilities include keeping other board members informed of the association’s financial status and any discrepancies within the records. They must also comply with all laws and regulations that dictate the proper financial operations of the HOA.
HOA Management Company Responsibilities
Homeowners association management companies essentially act as advisors, not leaders. Our team is there to assist the board during the Annual Meeting but we do not "run" the meetings. The agenda will give the outline of the meeting and the board will need to ensure that the agenda is followed.
Do you have any additional questions about the meeting? Please Contact Us at board@yourhoahelp.com