To hold a successful HOA meeting, planning must begin early. When boards prepare properly, meetings can stay on track and be productive. Homeowners, in turn, can leave with a better understanding of how operations work and why boards make the decisions that they do.
What is an HOA Meeting?
A homeowners association meeting is a scheduled gathering where the board and members handle association business. That business can include budgets, maintenance plans, community rules, elections, and owner concerns. Meetings give the board a clear way to discuss issues and vote on actions.
Boards should treat meetings as a real governance responsibility. They do not exist just to “check a box.” A board makes decisions for the whole community, and doing so in good faith is part of its fiduciary duty.
What are the Types of HOA Meetings?
Every HOA meeting has a different purpose, and understanding each one will allow the board to become more productive. Here are the most common types of HOA meetings.
1. HOA Annual Meeting
The annual meeting is a yearly gathering of all members. In Virginia, annual membership meetings are required by law (Section 55.1-1815). In this meeting, associations elect new board members, share updates, and review major issues. It also gives owners a chance to hear how the association is doing.
2. HOA Board Meeting
A board meeting is exactly what it sounds like — it is a meeting of the board of directors. This meeting is held regularly, but the exact frequency depends on the association’s bylaws.
At this meeting, boards handle day-to-day issues and discuss ongoing matters. In fact, most decisions happen during board meetings, which is why they must be open to homeowners, as per Virginia law (Section 55.1-1816).
3. Executive Session
An executive session is the closed portion of a board meeting. While board meetings must be open to homeowners, boards can usually convene in closed session before or after the open session. At this meeting, boards discuss confidential or sensitive issues, such as personnel records, delinquent accounts, and ongoing litigation.
4. Special or Emergency Meeting
Special meetings address urgent needs that otherwise can’t wait for the regular schedule. Boards usually call a special meeting when there is an emergency, an urgent safety concern, or a time-sensitive issue. Emergency meetings can happen with shorter notice.
5. Committee Meeting
Committee meetings involve smaller groups that handle specific tasks. These may include architectural review, landscaping, budgeting, or social events. Committees help boards manage the workload without burning out board members.
How to Run a HOA Meeting
HOA meeting preparation should begin early. To ensure a productive and successful meeting, boards should adopt the strategies below.
1. Set a Date and Venue
The board should set a meeting date in advance. State laws and governing documents can provide guidance on how often meetings must be held. Annual meetings are usually mandated once a year, while board meetings happen more frequently.
A good venue matters, too. The space should feel safe and accessible. Boards can use a clubhouse, library room, community center, or online platform (if online meetings are permitted).
2. Establish an Agenda
A clear HOA meeting agenda can provide the necessary structure. It sets member expectations and limits distractions. It also helps owners understand what the board plans to cover.
Most agendas include:
- Call to order
- Approval of prior minutes
- Officer and committee reports
- Old business
- New business
- Owner forum
- Adjournment
Boards should avoid stuffing the agenda with too many major topics. Too many items lead to meeting fatigue and even force the board to make rushed decisions, which won’t bode well for the community.
3. Notify Homeowners
The board should send notice in advance and include the agenda. This will allow owners to mark their calendars and know what to expect. Notice can also help improve attendance and resident participation.
Delivery is usually required via certified mail. To ensure the word gets out, boards should also consider posting the notice in bulletin boards and online. Sending an email notice is also a good idea.
4. Stick to the Agenda
The agenda should guide the meeting from start to finish. Boards should not jump from one topic to another, as that will lead to confusion and drag the meeting out. This, in turn, will frustrate attendees.
The chair should keep the discussion within the agenda item and move forward after each close. If someone raises a new issue, the board can note it down and save it for discussion at a future meeting.
5. Give Owners a Chance to Speak
Associations should give owners an opportunity to provide input or raise concerns. Not only will this help owners feel heard, but it can shed light on issues that boards may have otherwise missed.
Of course, it also helps to set rules for the open forum to avoid it getting out of control. For instance, the board can allow two to three minutes per speaker and only speak once until everyone has had a chance to do so. It is also important to stay respectful and avoid interruptions.
6. Document the Meeting
The board should keep accurate HOA meeting minutes for every session. Minutes serve as the official record of what happened. They also protect the board when questions arise later on.
That said, it is essential to know how to take proper minutes. Minutes should not read like a transcript. They should record actions, not every opinion.
What Counts as an Illegal HOA Board Meeting?
Board meetings must comply with the legal requirements and procedures set forth in state laws and the governing documents. Otherwise, it can lead to invalid actions and unenforceable decisions. It can even expose the association to liability.
The following things can render a board meeting illegal:
- Lack of Notice. Associations are required to provide notice of all upcoming meetings to all homeowners. If the board fails to provide notice, sends it too late, or provides incorrect information, it can lead to an invalid meeting.
- Closed Meetings. While the board can hold executive sessions, board meetings must otherwise be open to all members. Homeowners have a right to attend meetings.
- No Quorum. A quorum is necessary for a meeting to proceed. Without a quorum, the meeting must be adjourned and postponed. Any votes or decisions made at a meeting with no quorum can be invalidated.
- Action Outside Meetings. Boards sometimes make decisions by email or informal conversations. While these may be faster, they also constitute an illegal meeting.
Productive Meetings for All
An HOA meeting supports community operations and promotes transparency. To hold successful meetings, board members must prepare in advance and follow proper procedures. When in doubt, it is best to consult a professional.
Keymont Community Management offers expert management services to associations in Virginia, Maryland, and Washington, DC. Call us today at 703.752.8300 or request a proposal to start your journey!
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