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Preparing for an Association Meeting

The structure and conduct of association meetings are often guided by state laws and the association's governing documents. However, there's always room for improvement in organizing and conducting meetings effectively. Here are some practical suggestions to enhance the meeting process if you're encountering challenges:

  1. Plan Meetings in Advance: Except for emergency meetings, aim to schedule board meetings and the annual meeting well in advance. Planning ahead ensures that the HOA conducts the necessary meetings and allows members sufficient notice to arrange their schedules accordingly.

  2. Establish Participation Guidelines: Define participation guidelines to ensure the validity of meetings and decisions made therein. This may include setting quorum requirements and specifying the minimum number of board members required for a meeting to proceed.

  3. Create Meeting Agendas: Develop a structured agenda for each meeting outlining the topics to be covered and their sequence. Distribute the agenda beforehand to allow attendees to prepare and familiarize themselves with the discussion points.

  4. Take Comprehensive Minutes: Recording meeting minutes is a mandatory practice to maintain an official record of proceedings, decisions, and actions taken. While minutes may vary in content depending on the meeting type, they commonly include essential details such as attendance, agenda items, motions, discussions, actions to be taken, and adjournment time. However, remember that minutes should focus on decisions made rather than capturing every detail of the discussion.

  5. Handle Motions Efficiently: The handling of motions is a critical aspect of HOA meetings, often following parliamentary procedures such as Robert's Rules of Order. Here's a simplified outline of the process:

  • A member stands to make a motion, addressing the board members to gain attention.

  • Another member seconds the motion to indicate support.

  • Members debate the motion.

  • Voting takes place, with members expressing approval or opposition.

  • The presiding officer announces the vote result, which is recorded in the minutes.

Remember to maintain transparency and accountability in meeting proceedings, ensuring that all members are adequately informed and involved. While confidentiality may apply to certain discussions, such as executive sessions, transparency about meeting outcomes fosters trust and engagement within the community. By implementing these strategies, HOAs can streamline their meeting processes and promote effective decision-making for the benefit of all members.

Need help with running successful association meetings. myStreet Community Management can help! We're here to help community members Love where they Live!

Next time we'll discuss the importance of your association meetings, and how you as an owner are involved.

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