Creating an Effective HOA Meeting Agenda

No one likes to sit through long, drawn-out meetings that are disorganized and inefficient. When there is no clear direction, something that could have taken 30 minutes can take 3 hours. In order to keep member interest, increase attendance, and get more accomplished, an HOA meeting agenda is necessary.

It is important to announce the meeting several days or weeks in advance so that not only can members plan to attend, but if there is anything they want discussed, it can be added to the agenda. If possible, the board should distribute the agenda prior to the meeting so that everyone knows what to expect and can prepare ahead of time.

What to Include on the HOA Meeting Agenda

This is a general format for a meeting. Agenda items can be moved around as needed to fit the order in which the association prefers to do business.

  • Call to order. Let everyone know that the meeting has officially started. This can also be a good time to take attendance if members have not already signed in.
  • Open forum. This is a designated time for members to get up and speak. Issues brought up during open forum cannot be discussed or voted upon unless already on the agenda. There is typically a 2-3-minute time limit for each person to keep things moving. The open forum can be held at any point during the meeting, though it is typically done at the beginning or end.
  • Approval of previous minutes. The board needs to approve the minutes that were taken at the last meeting because they become part of the official records and are a legal document.
  • Management and committee reports. The HOA treasurer, community manager, and any committee heads can present their reports regarding the status of current projects or issues. The treasurer will review the association’s finances.
  • Old business. Any issues that were not resolved or were shelved from the previous meeting are reviewed. The board or committee members can add additional information that has been collected since the last discussion to help reach a decision.
  • New business. Any new issues, motions, or initiatives are discussed and appropriate action is decided. Remember that if an item is not on the agenda already, it cannot be discussed and will have to wait until the next meeting.
  • Adjourn. This is the official end to the meeting, and all discussion of HOA business is stopped.

By following a set agenda, the board can boost productivity by keeping meetings focused and on track. It is also important to have established processes and procedures that are followed to maintain order and appropriate etiquette. When members know that the board works together well and respects everyone’s time during meetings – and makes important decisions – they are more likely to attend.

If your board needs help organizing, communicating, or running meetings, talk to your HOA manager. They can assist with this as well as many other tasks and projects. Contact Kuester today to learn more about how we can support your association.

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Bryan Kuester

Bryan Kuester

Bryan is the CEO of Kuester Management Group. He has over 15 years of managing community associations throughout North and South Carolina.

His specialties include Community Association Management - maintenance, budgeting for operational and reserve funding, long-range planning, covenant enforcement, amenity management, onsite management, large scale management.