What Topics Should Be Covered at HOA Meetings?

February 01, 2024 | Administrative Support

HOA meetings are an important part of any homeowners association. Typically, HOAs will hold regular monthly and annual meetings that cover a wide variety of topics – including repairs and maintenance, CC&R enforcement, administrative functions, homeowner input, and much more. Here are a few common topics that are typically covered at HOA meetings.

HOA Annual Meeting

The primary goal of an annual HOA meeting is to have an election of the Board of Directors, to present the previous year’s accomplishments, and to address any potential situations that may affect the homeowners in the near future.

To ensure your annual HOA meeting is successful, effective meeting management is crucial. Here are some tips for enhancing management:

  • Encourage homeowner participation by fostering an open and inclusive environment
  • Prioritize clear communication to inform residents about the meeting well in advance, utilizing multiple channels such as email, community bulletin boards, and social media platforms
  • Consider incorporating engaging elements like guest speakers or interactive discussions to capture interest and encourage attendance.
  • Provide an opportunity for residents to submit questions or concerns beforehand to streamline the meeting and address key issues efficiently

Structuring the agenda for maximum efficiency is another key aspect. Begin with essential updates, financial reports, and any critical business matters, then allocate time for resident input and discussions. This ensures that crucial information is addressed upfront, keeping attendees informed and engaged. To maintain order and time constraints, employ parliamentary procedures and time limits for each agenda item. Lastly, employ strategies for effective communication, such as utilizing visual aids, concise presentations, and ensuring that all points are clearly articulated. By implementing these tips, HOA annual meetings can become more organized, inclusive, and productive, fostering a sense of community engagement among homeowners.

When preparing for the annual HOA meeting, consider including the following items in your meeting checklist:

  • Major milestones or successes among the board or community
  • Presentations by the board, its committees, and professionals involved in community business like accountants, contractors, and vendors
  • Announcements about staff or management changes
  • Proposals requiring residents’ approval
  • Election of the Board of Directors

Additional items to consider

Successful annual HOA meetings also involve thorough planning and preparation. Here are a few additional topics to consider:

  • Complying with the states’ requirements in regard to elections: California has a stringent policy on how elections need to be handled (see Civil Code §4900-5145) and or also your bylaws.
  • Agenda: Careful consideration of the agenda and properly sending the agenda to residents.
  • Announcements: Consider annual meeting reminders by the HOA website or social media.
  • Incentives: Incentives are extremely helpful to encourage residents to attend annual HOA meetings. For example, dinners, raffles, etc.

Monthly Board Meetings

Monthly board meetings address HOA matters that deal with the day-to-day administration and operations of the association. Homeowners can expect the following at the board meetings:

  • Homeowner Forum: This forum allows homeowners the opportunity to speak for a few minutes. The board is not required to answer/solve the issues brought up at the meeting but can defer the item to the next meeting.
  • Review the Financials: The board will review the association’s operating accounts, reserve accounts, the current year’s operating revenues and expenses, the latest account statements, income and expense statements, and the monthly general ledger.
  • Committee Reports: The fact that an officer and committee report, if any, was given. When a committee report is of great importance it can be entered in full in the minutes. For example, the finance committee may wish to discuss an analysis of income vs. expenses; or the landscaping committee may provide updates and raise concerns with ongoing maintenance or projects.
  • Maintenance Issues: Because the association is responsible for repairing, replacing, and maintaining the common area, the meeting is a good time to address the maintenance needs and to vote on which projects to address. This includes setting bid specifications, meeting with consultants, reviewing and discussing proposals submitted by contractors, and discussing the qualifications of the various bidders.
  • CC&R Enforcement Violations: The board has full authority to impose monetary penalties on a member for a violation of the governing documents (CC&Rs).

Executive Session Meetings

Executive session meetings (Civ. Code §4935(a)) are used to discuss the following items:

  • Consider Litigation
  • Personnel Matters
  • Member Discipline: If owners request a private hearing it will be addressed in the executive session meeting
  • Member Payments (if requested by the homeowner)
  • Contract Negotiation: The board discusses matters relating to the formation of contracts with third parties.

If you’re looking for an experienced HOA management company to help you manage an HOA, APS Management can help. Take a look at our HOA management services or contact us for a consultation.

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