An HOA board meeting plays a pivotal role in the operations of a planned community. Board members attend these meetings to discuss issues, make decisions, and seek input from homeowners. Homeowners, on the other hand, can attend these meetings to stay up-to-date on community matters, witness the board’s decision-making process, and voice their concerns.
What is a HOA Board Meeting?
An HOA board meeting is a regular meeting of the board members of a homeowners association. This is the most common type of HOA meeting. It is at these meetings that board members conduct association business, participate in discussions, and make decisions.
Board members are typically obligated to attend board meetings. It is part of their duties as leaders of the community. As such, homeowners who wish to serve on the board must be prepared to make a sizable time commitment.
How Do HOA Board Meetings Differ From Other HOA Meetings?
In any HOA, board meetings are very common. Most of the time, an HOA board can’t make decisions and proceed with projects without going through a meeting. However, aside from the board meeting, HOAs also hold other kinds of meetings.
Here is how an HOA board of directors meeting differs from other types of meetings in an association.
Board Meeting vs Annual Meeting
An HOA annual meeting, as its name suggests, typically happens once every year. It is also referred to as the annual membership meeting or the general meeting. At this meeting, the HOA board presents the annual budget, listens to committee reports, and lays down the plan for the upcoming year. The HOA board elections also usually take place at the annual meeting.
Board Meeting vs Executive Session
Can HOA board members meet in private? Board members can meet in private when the board meeting goes into executive session. The executive session is a closed board meeting, which means homeowners are not allowed to attend.
In contrast, board meetings are typically open to all members of the community. Even if it is mainly the board members who will be participating in the discussions and decisions, homeowners are still invited to attend board meetings.
At executive sessions, board members usually discuss more sensitive or confidential issues. Examples include ongoing litigation, contract negotiation terms, employment issues, and delinquencies.
Board Meeting vs Committee Meeting
A committee meeting is a meeting of committee members. In an HOA, there can be several types of committees, from the Architectural Review Committee to the Events Committee. At committee meetings, members usually discuss committee-related issues and projects. As with board meetings, committee meetings are normally open to all homeowners, though an HOA’s governing documents may say otherwise.
Board Meeting vs Special or Emergency Meeting
A special or emergency meeting happens when the board or HOA must discuss something urgently. Special meetings typically don’t require ample notice since they are a matter of crisis or emergency. These meetings, though, don’t happen very often. They can also usually take place remotely, especially in the event of a disaster.
What Happens in HOA Board Meetings?
At board meetings, board members discuss association operations and day-to-day business. These meetings can cover a variety of topics, from policy changes and dispute resolution to maintenance issues and homeowner concerns.
Board meetings allow leaders to come together on a regular basis to tackle association matters. Projects, issues, and finances require consistent attention. As such, board meetings provide an avenue for board members to stay on top of everything.
The general flow of the meeting is as follows:
- Call to Order
- Roll Call
- Approval of the previous meeting’s minutes
- Officer reports
- Committee reports
- Old business
- New business
- Open forum
- Adjournment
How Often Should HOA Board Meetings Occur?
The frequency of board meetings will depend on state laws and the HOA’s governing documents. More often than not, though, board meetings take place quarterly or monthly. Sometimes, the bylaws defer to the board’s judgment, allowing the board to hold more meetings than required.
Who Can Attend HOA Board Meetings?
Board members are required to attend board meetings. Most of the time, the HOA must also keep board meetings open to all homeowners, providing them notice and details. Several states have laws that mandate open board meetings, such as California (Open Meetings Act). Community managers can also attend board meetings.
However, board members can hold closed-door meetings, known as executive sessions. A closed HOA board meeting usually happens when there are matters the board must discuss that are sensitive or private. Executive sessions can take place before or after an open board meeting.
HOA Board Meeting Rules
There are certain rules that homeowners associations must follow when it comes to board meetings. It is important to follow these rules, as not doing so could result in the meeting becoming void.
Notice Requirements
Associations must send a notice of the meeting to all homeowners. This notice should include the date, time, and venue of the meeting. Homeowners must also receive a copy of the meeting agenda. This way, they will know what the meeting will be about.
What is the proper HOA board meeting notice? It depends on state laws and the governing documents. The general range is 7 to 30 days in advance. California, for instance, requires at least four days’ notice unless the bylaws require a longer notice period (Civil Code Section 4920).
Stick to the Agenda
Board members must follow the HOA board meeting agenda. The agenda dictates the flow of the meeting and what can be discussed. The board must not discuss or decide on any issue or topic outside of the agenda.
If someone brings up a concern that doesn’t fall within the scope of the agenda, it must be shelved and discussed at a future meeting. Not only does this keep meetings short and productive, but it also ensures that homeowners are not left in the dark.
Action Outside of Meetings
Many state laws and governing documents require boards to only take action at board meetings. One such example is California. According to Civil Code Section 4910, no action on any business item can take place outside of board meetings.
Open Forum
For some HOAs, an open forum is a requirement at an HOA board meeting. Open forums allow homeowners to express their concerns or provide input on association issues. The HOA board can place limitations or restrictions on the open forum to keep meetings short.
Minutes of the Meeting
Minutes must be taken at all board meetings. The secretary is usually responsible for this. Minutes should be clear and concise. They are not transcripts of the meeting.
Understanding the HOA Board Meeting
Board meetings are integral to the operations of a homeowners association. Board members must know how to run board meetings and understand how they differ from other types of meetings. Additionally, it is important to follow the rules for such meetings and invite all homeowners to attend. This helps build trust and ensure transparency within the community.
Cedar Management Group helps HOAs and condos prepare and manage board meetings, among other things. Call us today at (877) 252-3327 or email us at help@mycmg.com to get started!
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