Elements of Effective HOA Meetings and How to Prepare

Elements of Effective HOA Meetings and How to Prepare

Homeowners Associations appeal to families, professionals, and new homeowners looking for a greater sense of community. The tighter-knit the community, the more safe and optimistic one feels. This structure is also ideal for natural leaders and tapping into the leadership potential of residents.

One of the features that make these communities unique is HOA meetings. These HOA meetings are facilitated by HOA board members who are assembled by association managers. A community's association manager works for the property management behind the HOA.

How these meetings are conducted can make a huge difference in the success of a community.

Here are a few tips for your own meetings.

Enable As Much Communication As Possible

Meetings are all about communication.

Here are the most important points to communicate at an HOA meeting:

  • Reiterating HOA rules and regulations
  • Communicating upcoming events
  • Discussing future developments (new parks, etc.)
  • Elections of new board members
  • Voicing community concerns
  • Discussing HOA dues and fees

How you structure these meetings is vital.

First, a designated board leader should address the most important points first.

Points may include a rise in landscaping violation fees. The violation system helps maintain the visual standards set forth by the HOA. However, they're also cause for concern and an important topic of discussion.

The building of new homes and recreation areas should also be a priority. Homeowners need to know when loud construction work will be happening. This point also lets homeowners voice any concerns over development; it's also a good time to discuss upgrades to current home layouts.

Discussing upcoming board elections is the next point. Board members should also introduce themselves at the meeting if there are any new members present. A board should be approachable as people are required to communicate project ideas (and concerns) to the board.

Of course, changes to current HOA dues are a major concern within the community.

After all important points are addressed, leave enough time for open discussion. Present this discussion in a Q&A form, allowing time for each attendee to speak.

How to Prepare For HOA Meetings

You want everything to go as smoothly as possible. Every board member (and attendee) present should know the action items being discussed. Thus, each person should have an agenda emailed to them prior to the meeting.

This point means there should be a designated person who creates meeting agendas.

HOA boards are structured with a president at the helm, followed by the vice president, treasurer, and so forth. Whoever is elected as the "secretary" or "administrator" role should be in charge of creating meeting programs complete with topics. This person is also in charge of recording meeting notes and emailing these notes to board members and attendees.

It helps to stay connected through collaboration apps like Slack or Microsoft Teams. These apps allow board members to organize meetings from their homes without having to meet up in person, accommodating more schedules.

Building a Stronger HOA

Every thriving homeowner's association has a strong HOA board. Never miss an opportunity to communicate, collaborate, and innovate to create a more in-demand community. It starts with HOA Meetings.

Work with PMI Windy City to create a management structure complete with an experienced association manager. Book a consultation today to learn more about our services.