Keeping the HOA running smoothly takes time and effort. It doesn’t happen on its own. Though some people cringe at the thought of adding yet another meeting to their schedule, HOA board meetings are not something that should be put on the back burner. Holding regular meetings is not only beneficial for the community as a whole, but also for homeowners themselves. It allows for:
- Shorter meetings
When the board meets on a consistent basis, fewer issues have time to accumulate. The agenda can be kept short because topics are discussed as they arise. When waiting several weeks between meeting, this means that there is often more on the docket, issues are not top of mind, and it takes longer to work through each one.
- Issues are addressed in a timely manner
Homeowners (and board members) like efficiency. If they have a problem, they don’t want to wait weeks for an answer. Holding regular board meetings means that they can get their issue on the agenda and have it discussed within a shorter time frame. Even if it isn’t immediately resolved, progress is made and they know they haven’t been overlooked.
- Increased participation
When homeowners can plan for meetings – and know they won’t last for hours – they may be more involved. It also gives them more opportunities to share their comments, questions, and concerns.
- Improved focus
Regular meetings can also help the HOA to stay on track with its short- and long-term plans. Progress updates can be given and the board can evaluate how well it is doing with carrying out tasks in a timely manner. Also, since fewer topics are being discussed at each meeting, there can be increased focus on those matters.
If your HOA is unsure about how often meetings should be held, how much notice needs to be given to members, or what the process is for discussing or voting on issues, refer back to your governing documents. These topics should all be outlined there. You can also consult with your property manager for further guidance. Larger HOA communities often need to hold more frequent meetings as they have more issues to discuss, while smaller HOA communities may meet less often.
Holding regular meetings is a great way to practice transparency, boost communication, and keep homeowners engaged. Don’t forget to keep accurate meeting minutes as well to document all motions, decisions, and other important events. If your HOA is having trouble with engagement, planning, or execution of HOA board meetings, Kuester can provide the support and guidance you need to turn things around and work more efficiently and effectively.
