There are a few differences between a general board meeting and an executive session. You may even schedule it at a totally separate time, depending on whether your governing documents allow it. With this, the board meeting officially comes to an end.Īny executive sessions can take place either before or after the scheduled regular meeting. If your open forum occurs at the beginning, you may adjourn the meeting after you’re done with any new business. In that case, allow the open forum to take place. Some HOAs opt to schedule their open forums at the end of an open board meeting after new business discussions close. It may also be new initiatives like maintenance projects and the like. These may be issues or concerns that were brought up for consideration during the open forum of the previous meeting. New business refers to any new items that were submitted to the board for discussion or action.
It’s only logical to transition to new business after discussing old business. Any unresolved items fall under this category. This means tackling issues that were tabled from a prior meeting either due to lack of time or the need for additional research. Your HOA board meeting agenda must then move on to discussing old or unfinished business.
This includes events, landscaping, and even architectural committees, to name a few. Begin with management reports pertaining to the HOA’s financials, architectural filings, and the like.Īfter that, you can move on to committee reports, which are those given by different HOA committees on the status of various projects. Be sure to highlight any issues that did and did not get resolved, but refrain from discussing them further at this time.įollowing a review of the last meeting’s minutes, your board must allot time for the presentation of reports. It’s also a good way to summarize what happened for those who were absent in the last meeting but are present now. The person appointed for the job must still gain the secretary’s final stamp of approval, though.Ī quick but concise review of what transpired in the previous meeting helps refresh the memory. The board secretary is usually in charge of recording minutes, but the task can be assigned to someone else. In general, you can allot 3-5 minutes for each resident to voice out their concerns.Īt this point, your HOA board meeting agenda should set aside a few minutes to go over the last meeting’s minutes. Learn to address open comments properly to avoid problems along the way.Īdditionally, this time should be strictly monitored and kept to a reasonable time period. There are state laws, such as the Open Meeting Act in California, that prohibit actions on topics not included in the agenda. An open forum gives fellow residents a platform to bring up issues, though you must be careful about addressing them on the spot. In some manner, it’s a method of breaking the ice before proceeding to more serious topics of the agenda.Īt this time, you can open up a specific time for members or guests to express their comments or concerns. However, it’s a good way to introduce board members to everyone present. Not all associations include roll calls in their HOA board meeting agendas. But, if you’re still waiting for all board members to be present, it’s okay to be a few minutes late.
Ideally, you’ll call the meeting to order at the specified time on your schedule. This doesn’t have to be formal in any way, though it does officially signify the start of the meeting. The first item that must appear on your HOA board meeting agenda is a call to order. Aside from the pertinent details like time, date, and place of the meeting, here are the things that must appear on your HOA board meeting agenda: Before you rewrite your agenda, it’s important to know what items to include in the first place. In fact, it can solve a lot of the problems you’re having with board meetings. Having a guideline to follow when reorganizing and changing the agenda of your regular board meetings is helpful. What to Include in Your HOA Board Meeting Agenda Whatever the reason for the frustration, it may be time to give your HOA board meeting agenda a face-lift. Perhaps the meetings are disorganized with far too much time spent on unimportant issues, or maybe your meetings feel like a three- or four-hour marathon where nothing gets accomplished and everyone’s time is wasted. HOA meetings can be a source of frustration for the members of the board.