Understanding the Different Types of HOA Meetings

There is a lot of work and decision-making that goes into running an effective homeowners association. Therefore, it only makes sense that regular meetings would be held to discuss various topics – open communication is a good thing! You want everyone to be on the same page and collaborating in the best interest of the HOA community. And while it might seem like there are a lot of meetings going on, they’re probably not all for the same purpose.

Here’s an overview of common types of HOA meetings you’ll be notified about:

Annual Meetings

All homeowners are encouraged to attend annual meetings to learn more about what is going on in the community as a whole. These meetings typically address upcoming plans and projects, committee reports, a new budget, and a recap of the previous year. New board members are also elected during annual meetings.

Board Meetings

Unlike annual meetings which typically occur at the beginning of each year, board meetings are held throughout the year. They are used to address HOA business, give homeowners a chance to raise questions and suggestions, and set policies and procedures. Advanced notice must be given and only topics that are on the agenda are discussed or voted on.

Committee Meetings

Committee meetings are used to review issues pertinent to a specific committee. Each HOA may have different committees established according to their unique needs. There should be clear guidelines regarding what the committee is responsible for. Committees often meet to determine what actions they will take and how to handle needs of the HOA. These meetings are generally open to anyone to attend.

Executive Sessions

These are the only meetings that are held behind closed doors. The HOA board meets in private during an executive session to discuss confidential matters such as personnel issues, legal matters, or delinquent assessments. These are issues of privileged or sensitive information where it would not be appropriate to have all homeowners present.

Emergency Meetings

Advanced notice is required for all HOA meetings, but emergency meetings are an exception because they are just that – emergencies. These meetings are held when an issue arises that needs to be addressed immediately and cannot wait until the next board meeting. The president or at least two board members can authorize these meetings, and they may be held in person, via email, or over the phone as long as all directors agree in writing.

Stay abreast of what is happening in your HOA community by making it a point to attend meetings as often as possible. This way you know what is happening and can voice your concerns or recommendations should you have any. If your HOA is struggling with meeting planning or organization, contact Kuester today for more support.

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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.