HOA board meetings are critical to the smooth running of any community; topics discussed here include finances, rule enforcement, operations, maintenance, and vendor hire.
In other words, the continuation and success of HOAs lie in the efficiency of board meetings.
Unfortunately, they don't always go as planned, and several factors contribute to their inefficiency.
Conflicting opinions, disgruntled homeowners, and lack of proper organization can significantly affect the productivity of an HOA board meeting. Thankfully, you can make a few changes to ensure board meetings are effective and productive.
Here are a few tips to help you out:
Make Early Preparations
Preparing early for an HOA board meeting is a prerequisite for having a successful and productive get-together.
The session will be where you will address key concerns, including what topics will be covered, who will present, who will cover the crucial decision-maker if they are unable to attend, and how questions may arise.
Preparing early enough allows you to be in control of the meeting and ensures you can handle unforeseen issues as they come up.
Create an Agenda
A board meeting agenda serves as a guideline of how the meeting will proceed from beginning to end. It also highlights issues, action items, committee reports, and business updates. Ideally, an agenda sets the pace of the meeting and ensures discussions are on track.
A typical agenda should include meeting name, homeowners' open forum, roll call, approval of minutes from previous meetings, officer reports, action items, committee reports, old business, new business, and adjourn.
Encourage Homeowner Participation
As the people you represent, make sure you include time for homeowners to participate and provide their insight during the meeting.
To encourage and increase attendance, you can also offer incentives such as food and drinks.
Be sure to emphasize that anybody who wishes to contribute or address the board will have enough room to do so; when residents feel acknowledged and included, they can become a source of insightful ideas in board meetings.
Advance Accessibility Through Technology
In this era of technology, you can make your board meetings more accessible and effective by incorporating technology.
For instance, you can consider live-streaming sessions through virtual platforms to allow more people to attend.
You can also introduce a system where members vote remotely, which will increase participation.
Be sure to check your governing documents to ensure any new policies are in line with your community's rules.
Improve and Protect Records with Clear and Concise Minutes
Minutes play a crucial role in a community, and their importance cannot be understated.
Among other uses, they can be a reference source in case of financial disputes. They also enhance accountability and give a sense of direction regarding where things are going. For improved writing of minutes, consider the following tips:
• Write in a consistent format and have each recorder study it at the beginning of every meeting
• Be concise and plain in your writing to make it easy for people to understand
• Ensure they are read and approved at the next meeting
Stay on Time
Set specific starting and ending times for board meetings, and always respect the schedule of the members and homeowners who attend.
You can stay on time by sticking to your agenda, and if any unforeseen issue arises, you can make it a schedule for the next meeting.
In addition to achieving your goals, working with the given time can encourage people to show up in future HOA board meetings.
Create a Follow-Up Brief
You can strengthen your communication strategy by creating a follow-up brief that details what took place in the meeting. Make the brief accessible on your community's website, and be sure to write it in a way that residents can understand.
Regular communication effectively promotes transparency, trust, and a cooperative spirit among community members. It also works to strengthen the relationship between board members and residents.
Final Thoughts
Conducting successful board meetings goes a long way in ensuring you achieve your goals as board members and building trust and confidence in the community.
These tips can help you organize board meetings that are inclusive and productive for a better society.
