Top 6 HOA Meeting Protocol Tips

HOA Leadership board during a meeting

Every HOA board meeting should be one that pushes a community in the direction of positive progress. A great meeting doesn’t just come together on its own but is molded through the adherence of tried and tested practices of an experienced HOA management team.

When your board is planning its next open meeting, make sure that it has these six meeting protocols in place to ensure a productive session.

1.  Don’t Veer From Your Agenda

The average board meeting should last about an hour depending on the topics to cover. So, once your board members have created an agenda for an open meeting, make sure that you all stick to the plan.

Sure, extra items may pop up every now and then. So, prepare some extra padding towards the end of your meeting, or plan to take additional topics into your next executive session.  But remember, while any items may be discussed, only items on the agenda may be formally voted upon and enacted.

2.  Set a Quorum

If your board has six members, but only two showed up to a meeting and voted on major community development, that wouldn’t be a valid vote or decision. In order to avoid such situations, a board should ensure that a quorum of board members is available prior to schedule a meeting.

Usually, the required quorum for an association board is found in the association’s governing documents.

3.  Set Time Limits

In order for the maximum number of people to be heard at an open meeting, it’s essential to set some time limits that keep the flow of the meeting moving.

You want every scheduled speaker to effectively express their thoughts without straying from the schedule. In order to do this, we recommend setting a 3-5 minute time limit for each community member that addresses the board.

4.  Emphasize Civility

The beauty of a mixed community is the melting pot of ideas and opinions it creates. HOA meetings are known to bring up passionate opinions from their board members and speaking community members.

Regardless of the acceptance of an opinion within the rest of the community, everyone speaking has the right to be heard. So, at the beginning of each session, it may be a good idea to remind those in attendance to remain civil when discussing contrasting opinions or bringing a talking point to the board.

5.  Don’t Forget to Take Minutes

Every open board meeting requires the creation of minutes that are later distributed to the members of the association. Meeting minutes serve as an official record of what occurred at the meeting and can be used as future reference if any clarification is required on a certain meeting topic.

Aside from being proof of the discussions held in a meeting, the meeting minutes are also a great way to keep those who couldn’t attend the meeting informed of any decisions made.

6.  Ask for Advanced Topic Submissions

As we’ve mentioned before, board meetings are extremely time-sensitive, and should strictly follow a planned agenda. While numerous community members may have a topic they want to bring to the board, time constraints don’t allow for unplanned talking points.

Well in advance of the meeting, ask your constituents for advanced talking points they’d like to address at the meeting. This can be done through mail notices, emails, or even a social media post.

 

Not only will pre-planned talking points save time during your meeting but they will also give your board members a chance to prepare the best answers possible to the approaching community member.

Excel Association Management Keeps Your Board Meetings Organized

Whether you need help getting the word out about your next board meeting or behind-the-scenes assistance for meeting preparation, Excel Association Management is at your service.

Our experienced management team is ready to help you make every board meeting a positive experience for the members of your association. If you’re ready to have a management team on your side that makes a difference in your community, we want to hear from you.

Contact us today to learn more about our services and how your association can become a member of the Excel family.

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