5 Types of HOA Meetings and How to Run Them
Are you contemplating the types of meetings that your homeowner’s association (HOA) should conduct on a regular basis? Are you seeking guidance on how to effectively structure these meetings to achieve optimal outcomes? It is important to recognize that homeowners’ associations can vary significantly.
They may operate under different rules and regulations, adopt diverse operational styles, and interpret the concept of an HOA in various ways. However, one fundamental aspect remains consistent across all homeowners’ associations: the necessity of holding regular meetings. Some meetings are exclusive to HOA board members, while others involve the entire community.
Regardless, it is essential for your HOA to maintain regular engagement with the community through these meetings. Regrettably, it has been observed that the format and organization of these meetings often present challenges for HOAs, which is the motivation behind this guide. In this document, you will discover the five distinct types of HOA meetings, along with the purpose of each.
We will outline which HOA members should participate, suggest typical agenda items to include, and recommend an appropriate frequency for meetings. Additionally, we will provide valuable tips for organizing and conducting any HOA meeting effectively.
1. The Board Meeting
This type of meeting is the most prevalent within homeowners’ associations (HOAs). While the term may imply a private assembly of the board of directors, it is, in fact, accessible to all members of the HOA. The primary objective of the meeting is to provide an opportunity for all members to engage with the board on a regular basis and to discuss matters pertaining to the association’s operations and community management. Typically, board meetings address various subjects, including the performance of the property manager or management company, conflicts among members, updates on maintenance projects, and any other pertinent issues that require attention. Additionally, these meetings often serve as a platform for the HOA manager to deliver a report regarding violations of covenants, conditions, and restrictions (CC&Rs) and the status of their resolution. HOAs generally convene board meetings on a monthly or quarterly basis, with the frequency determined by the size of the organization. It is essential that all members of the HOA receive timely notification regarding the meeting date, although the advance notice period may differ among associations. Some may require only seven days’ notice, while others necessitate a 30-day advance notification.
2. The Annual Meeting
As indicated by its title, the annual meeting occurs once a year and is accessible to the community, aiming to provide all residents with an opportunity to gain insights into the Homeowners Association (HOA). Being an open forum for all community members, the agenda generally emphasizes the overarching aspects of the HOA’s operations. During this gathering, the board outlines the annual budget, introduces any newly elected board members, and informs residents about forthcoming projects. Additionally, if there are any committees within the HOA, they are afforded the opportunity to present their activities during the meeting. Similar to the board meetings, HOAs are mandated to provide the community with sufficient advance notice regarding the meeting, typically at least 30 days prior to the event.
3. An Executive Session
In contrast to the previously mentioned HOA meetings, an executive session is not open to the public. Typically, attendance is limited to the board of directors. The rationale behind this closed format is that it enables the board to deliberate on sensitive issues, such as ongoing litigation. Additionally, the executive session provides an opportunity for board members to address personal matters that may impact their responsibilities and dedication to the board. Many homeowners’ associations conduct executive sessions following an open meeting, such as an annual gathering or a board meeting. However, the board may also convene these sessions to address urgent issues as they arise. Due to the confidential nature of executive sessions, the minutes from these meetings are not accessible to all members. Nonetheless, the information discussed is typically summarized in a manner that respects confidentiality.
4. The Committee Meeting
Not all homeowners’ associations (HOAs) conduct committee meetings, as some associations may not have committees that require regular gatherings. However, when committees do exist—such as a landscaping committee or a safety committee—these meetings provide an opportunity for members to share their activities with the community. Typically, HOA committees consist of both board members and non-board members, and they are generally obligated to hold regular meetings to report on their progress. These committee meetings are open to all community members, allowing residents the opportunity to express their interest in participating in specific committees. Like board meetings, committees are required to inform their members about upcoming meetings with sufficient notice, usually ranging from seven to thirty days, and the minutes from these meetings are made accessible to all members.
5. A Special or Emergency Meeting
The four types of meetings previously outlined occur regularly and are scheduled well in advance. In contrast, the final type of meeting on our list is an emergency meeting, which can be convened on short notice to address urgent matters or issues necessitating immediate attention. Homeowners’ associations (HOAs) may organize a special meeting to discuss new developments in the community, natural disasters impacting the neighborhood, and various other emergencies. Due to their urgent nature, emergency meetings do not require prior notice and may even be conducted remotely, via telephone, or through a Zoom call. Nevertheless, HOAs are obligated to document the minutes of emergency meetings, which must be accessible to all members.