All meetings of the homeowners association Board of Directors are open meetings. Residents are encouraged to observe meetings and read approved minutes. Residents who wish to address the HOA board are welcome to do so during the forum conducted at the beginning of each business meeting.
Here are a few tips for participating:
1. Put it in writing
You'll get the best response if you put your questions or opinions in writing prior to the meeting. This isn’t mandatory, but it helps you and the HOA board because some issues may require a little research by the manager. The board can also serve you better if members have time to consider your concern.
2. Call ahead
As a courtesy, the homeowners association asks that you phone and let the manager know that you wish to address the board. This allows the association to plan ahead and add you to the agenda or notify you if a meeting is cancelled for any reason.
3. Plan your remarks to last no longer than five minutes
HOA board members enjoy visiting with residents; however, the meeting agenda is usually full, and the five-minute limit is a best practice that ensures all business gets conducted. However, this doesn’t mean big issues can’t be presented. If your concern requires more time, summarize it in five minutes, and the homeowners association will add it to the agenda to be continued at the next meeting.
4. Don’t expect an immediate response
HOA board members don’t act independently. All issues require a discussion and sometimes a vote. An immediate answer is sometimes possible, but it’s just as likely that you won’t get a response until after the meeting when the Board has had time to thoughtfully talk through your question or issue.
5. If you need information, call the manager
The purpose of the homeowners association open forum is for residents to share opinions and concerns with the HOA board. Residents seeking general information (like a status report on a project or the Board’s position on an issue) can get a more immediate answer from the manager.
It's important for HOA members to attend board meetings to make their voices heard and offer their feedback about issues that affect living in the association community.