For most HOAs, this is the time of year for budget review and meetings. Maybe important changes are being made regarding CC&Rs that you need passed or you need to get a new board member elected. No matter what it is, it’s important to collect enough votes to get these things accomplished.
So, how do you ensure you can get those votes? Here are some tips for doing so:
Schedule Meetings in Advance and at Convenient Times
Your board members might have more flexible schedules on their hands than homeowners in the community, so it’s important to respect everyone’s time and schedule as much as possible. Begin by scheduling meeting dates well in advance so there’s enough time to plan for it. And send out regular reminders. Some people are just busy and need to be reminded of when the meeting will happen.
Also, find out what times are best for the majority of your owners. Set the meeting on a good day, at a good time, and in a convenient location. You might even account for things like childcare so it’s easy for those with young children to attend.
Encourage Strong Community
Plan regular events like potlucks, barbecues, and movie nights prior to the meeting. Make it any fun event with food, drinks, and community. You’ll remind owners that they live with good neighbors — or if they didn’t know, they’ll have a chance to get to know their neighbors better. This is also a great reminder that your community is truly a community with decent, involved people, and that they should get involved too!
Send Out a Proxy
An actual meeting should always be held, but it’s also always a good idea to use a proxy for gathering votes ahead of time. This way, someone attending can vote on behalf of those who can’t make it. Just make sure each proxy is written, signed, and has the name and address (printed) of the owner, plus an expiration date. The board secretary can then collect and count these from the meeting.
Cedar Management Group helps HOAs with all aspects of community management, including proper etiquette and best practices during board meetings and elections.