HOA board meetings are a golden opportunity for community members to know the issues that impact one of their most treasured investments…their home. The following six tips for meetings can help.
It is required by the Davis-Sterling Act to notify the HOA board and association members of the meeting four days in advance. Use this notice to set the stage for your HOA board meeting. Be sure to include the agenda and the rules for participation (such as time limits for discussions).
In “7 Habits for Highly Effective Meetings,” the writer recommends “Pre-wiring.” It can be used to rally your HOA board members in advance to increase your chances of success when decisions must be made. While this may be impossible for every single member, it is possible to contact board members by phone to assess opinions and gain support for agenda items.
Then, practice the art of follow-up. Well-documented notes with plans of action will demonstrate results for your HOA board and members and could encourage them to participate the next time.
Explain the protocols for your HOA board meeting. Remind attendees that following the rules and the agenda will help keep the meeting productive, well-paced, and ending on time!
The “parking lot rule” helps keep members focused on the agenda, but also acknowledges important points raised by attendees of the HOA board meeting. When someone raises an interesting point that is off-topic, use a transitional statement that acknowledges their concerns but redirects the focus back to the meeting agenda. At a nonemergency meeting it is actually prohibited to discuss items that were not published in advance on the meeting agenda, due to Civil Code §4930. You can offer to add their concern to the next meeting agenda.
Keep the meeting agenda document in front of you as a guide and encourage your HOA board and members to stay on topic and minimize interruptions.
Go through each agenda item in order. A best practice includes moving the important stuff to the top of the agenda when everyone is still fresh and focused.
Take notes and encourage the HOA board and members to do the same using their agenda as a template.
These things work and help your HOA board and members to absorb the information in the way that works best for them.
Here are some steps for helping the board to make decisions by focusing on results.
Running effective meetings can be challenging, but is essential to creating a productive environment for HOA board members and owners. If you find yourself overwhelmed with the duties of running these meetings, consider hiring an HOA manager. They can reduce the burden and help keep your meetings running smoothly.