When Your HOA Should Call a Meeting

As a board member of a homeowners' association (HOA), have you ever wondered when it is necessary to call a meeting?  

Whether you are a current board member or a concerned resident, understanding the circumstances that warrant a meeting can help ensure effective communication and decision-making within your community. 

Homeowners' associations play an essential role in the management and maintenance of residential communities.  

Regular meetings are essential for addressing important issues, making decisions, and involving residents in decision-making processes. 

However, knowing when a meeting should be called can sometimes be confusing or unclear. This is because, in today’s digital world, information can easily be portrayed through email, so what exactly would warrant a meeting?  

In this article, we will explain the circumstances that justify scheduled and special meetings and executive sessions that help HOA members and boards make informed decisions to foster a sense of participation and collaboration within your community.  

By understanding when a meeting is necessary, you can effectively address concerns and confirm that everyone's voices are heard. 

Scheduled Meetings 

Annual HOA board meetings are critical for setting the direction and priorities for your community.  

By addressing key agenda items, annual HOA board meetings can effectively guide and govern your community while ensuring transparency and accountability. 

6 agenda items for these meetings: 

1. Financial Planning and Budgeting:  

Review the previous year's financial performance, propose, and approve the annual budget, and discuss any potential special assessments or fee changes. 

2. Maintenance and Capital Improvements:  

Evaluate the status of maintenance projects, discuss upcoming repairs or improvements, and consider any major capital expenditures. 

3. Community Rules and Regulations:  

Review and update community guidelines, discuss any proposed rule changes, and address any enforcement issues. 

4. Election of Officers:  

Hold elections for board positions and appoint committee members. 

5. Long-term Planning:  

Discuss strategic planning for the community's future, consider long-term goals, and identify potential risks or opportunities. 

6. Member Concerns and Feedback:  

Provide a forum for residents to voice their concerns, ask questions, and provide feedback to the board. 

If you want tips on how to prepare for your first HOA meeting as a board member, click here!  

Special Meetings  

Special HOA meetings are called for important and time-sensitive matters, and it is important to understand the purpose of an executive session and adhere to the appropriate procedures for calling and conducting these private sessions. 

To elaborate, special HOA meetings may be called for a variety of reasons, including but not limited to: 

• Significant financial decisions 
  
  
• Changes to the community's rules and regulations 
  
  
• Emergencies 
  
  
• Legal matters 
  
  
• Any other prominent issues that require immediate attention that cannot wait until the next regular meeting. 

Proper notification requirements for special meetings typically include sending out written notice to all HOA members a certain number of days in advance, as outlined in the community's governing documents or local laws.  

This notification should include the date, time, location, and agenda of the meeting. 

Keep reading to learn about executive sessions!  

Executive HOA Sessions  

An executive session is a private meeting limited to the board members and/or a select few individuals to discuss confidential or sensitive matters. This session is not open to the general HOA membership or the public. 

Confidential matters typically discussed during executive HOA sessions may include legal issues, financial matters, disciplinary actions, personnel matters, or any other sensitive topics that require discretion. 

Procedures for calling and conducting executive sessions usually involve following specific guidelines outlined in the HOA's governing documents and local laws, including obtaining a majority vote from the board to enter executive session, maintaining minutes of the session, and making sure that only authorized individuals are present. 

Handle Your HOA Meetings with Management Plus  

Are you tired of dealing with the stress and hassle of managing your HOA meetings? 

Look no further than Management Plus!  

Our dedicated team has the expertise and experience to handle all aspects of your HOA meetings, so you can focus on enjoying your community without the added burden of administration. 

With Management Plus, you can trust that your HOA meetings will run smoothly and efficiently. We will coordinate meeting schedules, prepare agendas, and handle all necessary documentation.  

Our team will also facilitate meetings, ensuring all members can express their concerns and make informed decisions. We can provide meeting minutes and follow up on action items, keeping your community on track and accountable. 

By choosing Management Plus to handle your HOA meetings, you can rest assured that your community's needs are being met with professionalism and thoroughness.  

Let us take the stress off your shoulders and make your HOA meetings a positive and productive experience for everyone involved.  

Contact us today to learn more about our HOA meeting management services. 

Our team has helped dozens of communities in southern Ohio, and we can help you too.   

Click here to reach out to Management Plus today!   

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