Understanding the Different Kinds of HOA Meetings

There are different types of HOA meetings, and each one should be led differently to ensure that the most important information is communicated effectively. In this article, we'll explore five of the most common types of HOA meetings and how to lead them effectively.

Not All Meetings Are Created Equal

HOA meetings are often classified according to their purpose to bring order to process. Here are five of the most common types of meetings:

1. The Annual Meeting
2. Board Meetings
3. Committee Meetings
4. Executive Sessions
5. Special Meetings

Each one of these meeting types serves a different purpose and should be approached accordingly. Let's take a closer look at each one.

The Annual Meeting

The annual meeting is the most important meeting for an HOA. This is when the board members are elected, and important issues about the community are discussed.  All members vote at the annual meeting. 

The Board Meeting

Board meetings are typically held on a regular schedule, monthly or quarterly, and are used to discuss the business of the HOA. These meetings are typically open to all homeowners, but only board members can vote on decisions that are made.

Committee Meetings

Committee meetings are typically held to discuss specific topics or projects the HOA is working on. These meetings are sometimes open to all homeowners, but only members of the committee can vote on decisions that are made. Committees typically only make recommendations to the Board of Directors. 

Executive Sessions

Executive sessions are typically held to discuss confidential or sensitive information that the HOA needs to discuss in a private setting. Many states have specific rules around what can and what must be discussed in executive session. These meetings are open only to board members, sometimes management and only homeowners who have been specifically invited by the board.

Special Meetings

Special meetings are typically held to discuss a specific issue or concern that needs to be addressed in a timely manner. These meetings can be open to all homeowners or just board members, depending on the nature of the issue.

Effective HOA Meeting Leadership Comes Down to Preparation

No matter what type of HOA meeting you're leading, the key to success is always going to be preparation. By taking the time to plan ahead and make sure that everyone knows what's expected of them, you can ensure that your meeting runs smoothly and effectively.

Here are a few tips for preparing for an HOA meeting:

• Have a clear agenda that includes topics that need to be covered and distribute it to all attendees in advance. The longer the lead time between notification and discussion, the more prepared everyone will be.
• Choose a convenient meeting place for all attendees and ensure that it is properly equipped with things like chairs, a projector, and a whiteboard.
• Create an agenda for the meeting and stick to it as closely as possible. This will help keep the meeting on track and prevent it from going off on tangents.
• Set guidelines for how participants are expected to behave and stick to them. This will help keep the meeting focused and on track.
• Be prepared to answer questions from attendees. If you don't know the answer to a question, make sure you have someone on hand who does.
• Take minutes during the meeting and distribute them to all attendees afterward. This will help everyone stay on the same page and ensure that important decisions are properly documented.

RealManage has the Right Tools to Help Make Your Job Easier

There are a lot of different moving parts to being a successful HOA board member. From preparing for and running meetings, dealing with homeowner concerns, and managing finances, it can be a lot to keep track of.

RealManage is a leader in HOA management software and solutions. We can help you stay organized and on top of everything that needs to be done to keep your HOA running smoothly. To learn more about how we can help, contact us today!