Board meetings are an integral part of the HOA because this is where many issues are discussed and decisions are made. It is an opportunity for members to stay up-to-date on what is happening within the community and offer their input as well. But without clear structure and expectations, it can be easy for meetings to get out of control. That’s why effective planning is essential:
1. Consider Timing
Timing can have a significant impact on homeowner turnout to HOA meetings. In communities with a lot of families, Saturday mornings may not be the best time because that’s often when sports practices and other activities are held. The board may find that a Tuesday or Wednesday night works better. Make an effort to reach out to members and see what times they suggest in order to have a better consensus. You’ll never please everyone, but you may be able to pick a time that accommodates a majority of people.
2. Provide Ample Notification
Reminders are paramount. With as busy as members are, they may have all intentions of attending the meeting, but that notice they got a month ago has long since slipped their mind. Start promoting the meeting well in advance and provide regular reminders via email, newsletter, social media, member websites, and other means to keep it fresh in people’s minds and encourage attendance.
3. Create a Manageable Agenda
To keep meetings to a reasonable length, have a clear, concise agenda in place. Consider which issues are most important and need to be addressed now, and which ones can be saved for a later date. Trying to accomplish too much at once can detract from the overall productivity and effectiveness of the meeting. Lengthy, unorganized meetings can also be a deterrent to members and a waste of everyone’s time.
4. Implement a Consistent Structure
Consider putting parliamentary procedures or a process such as Robert’s Rules of Order in place to keep meetings operating more efficiently. Set clear standards, processes, and expectations that every meeting follows. This can also help to curb chaos because members know exactly how things run, when their turn to speak is, and how the board handles each step.
A well-organized and run meeting can not only boost the HOA’s productivity but also attract more member participation. Members know that their time is respected, their input is valued, and the board is truly striving to work in their best interest and make the community a better place for all.
If your meetings are getting out of hand and lacking direction, working with a property management team like Kuester can help. Community managers can help you stay organized and put processes in place that work for your organization. Contact us today to learn more!