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Board Meeting
Below You Will Find Recommended Tips for Board Meetings.
These procedures are based on current attorney recommendations for homeowners associations like yours and our team’s
willingness to be on the forefront of any change that affects associations in Indiana, Kentucky, Ohio, Michigan and Beyond.
FOLLOW YOUR GOVERNING DOCUMENTS:
Perhaps the most important HOA board meeting protocol is to follow your governing documents to the letter. Your bylaws and CC&Rs will tell you how many board meetings you need to hold and how often you need to hold them. Sometimes, state laws will also come into play.
Typically, smaller associations don’t need to meet as frequently as larger ones. Boards for small HOAs might get away with only holding meetings on a quarterly basis. In contrast, large HOAs may need to meet on a monthly basis.
ESTABLISH A QUORUM:
Yes, even board meetings need to meet a quorum. A quorum is the minimum number of board members required to be present at a board meeting to conduct association business.
The HOA board meeting requirements can vary from association to association. Make sure to check your governing documents to know your board meeting quorum requirements.
ORGANIZE, ORGANIZE, ORGANIZE:
A well-organized agenda is a key to having successful HOA board meetings. Having a meeting agenda that’s well put together is right up there with board attendance in terms of importance.
Without attendance quorum, the group can’t take decisive action. And without an organized agenda, the group wastes time and energy getting to the voting points as well.
KEEP IT SIMPLE:
Now’s the time to prioritize. Keep the agenda brief, and focused on the most urgent items, if possible. A short but relevant list of agenda items will keep the group focused on the important issues.
It helps to orient your agenda towards the people actually attending the meeting. For your typical board meetings, aim for an hour.
STICK TO THE AGENDA:
Time management is key to successful HOA board meetings, so don’t hesitate to stick to your guns. If it’s an item with 10 minutes allocated to it, then 10 minutes is what it should get. If you’re involved in the discussion itself, then have someone keep time for you.
If your agenda includes an open forum for HOA homeowners, make sure to carefully limit their speaking time as well.
REMEMBER TO TAKE MINUTES:
Some HOA boards choose to record meetings and then transcribe them later on. If you intend to record a board meeting, though, make sure everyone knows about it.
Your meeting minutes should include agenda items, discussions, actions, and motions that were taken. Refrain from including personal comments or opinions. The minutes also don’t need to include discussions verbatim. It’s not a script.
Board Member Roles & Responsibilities
President – The president is the face of the board. They are responsible for organizing and running all board meetings, as well as overseeing contracts, documents, and orders on behalf of the HOA. A presidential candidate should have excellent leadership skills that will help them handle administration, delegate responsibilities, and manage the rest of the board.
Vice President – The vice president should be willing and able to assume the role of the president, if needed. Other responsibilities will vary based on the needs of each association, and may include things like helping manage common spaces and overseeing community events.
Secretary – In addition to taking and distributing the minutes at each board meeting, the HOA secretary is tasked with maintaining association records, filing annual reports, and attesting to legal documents signed by the president.
Treasurer – Managing association finances is vital to the success of the HOA. The treasurer acts as the custodian of association funds and handles all financial statements and reports. They also play a significant role in establishing, recording, and executing the annual budget.
HOA Management Company Responsibilities
Homeowners association management companies essentially act as advisors, not leaders. Our team is there to assist the board during the board meetings but we do not run the meetings. The agenda items and information needed will have to come from the board directly.
Do you have any additional questions about the meeting? Please Contact Us at board@yourhoahelp.com