Annual HOA meetings are an extremely important event for Homeowners Associations, but there are many ways hiring HOA management services and other preparations can help them run smoothly.
Careful planning leading up to the meeting is crucial. Have a timetable planned out before the meeting date to do important prep work like providing notices, setting up a nominating committee, and updating community members in newsletters.
Most HOAs, especially ones using HOA management services, will have bylaws that dictate the tasks that need to happen before the meeting, and some states have laws governing HOA meetings. The HOA management team, which often includes an attorney, is responsible for understanding these laws and making sure the association adheres to them.
A Homeowner Association management company supplements your HOA board to help run a neighborhood expertly and efficiently. There are about 600,000 more HOA management employees than there are Homeowner Associations, so the manpower provided by HOA management services is a great resource for events like big annual meetings.
Communications like ballots and notices must be clearly written and rigorously proofread before distribution. Mistakes can lead to contested elections and even lawsuits. Board members must also be careful not to talk about or resolve issues via email before the meeting. It cuts out the community, and some states even consider this a violation.
However, Board members should educate homeowners early about potential hot-button issues that may cause disruption during the meeting. This can diffuse difficult situations before they escalate and keep tempers out of the meeting.
The HOA board and its consultants also need to discuss which agenda items are appropriate and legal to include with regards to confidentiality or privacy. Some issues should be handled in private sessions rather than large meetings.
HOA Management should also nail down an accurate and efficient check-in process for attendees and decide on voting policies, like if members can vote via mail or if homeowners who haven’t passed their assessments can vote at all.
The annual HOA meeting can be a great opportunity to improve community relations. Adding positive items to the agenda or holding events like potlucks and meet-and-greets can help community members walk away feeling valued and involved.
Approximately 63 million individuals were involved in HOAs in 2012, and growing that number can help you increase community wellness and property value. Make sure your meeting leaves homeowners feeling positive and your neighborhood will thrive.