Your next meeting can be a productive meeting of the board if you follow a few simple steps on how to run an effective HOA board meeting in Greensboro NC. Whether you are holding a special meeting or a regular board meeting, there are some things you can do to ensure that your meeting of the board is successful.
It is important that your HOA board meeting is productive, addresses the issues at hand, and completed expediently. If you dread sending out the meeting notice or receiving one because of past slow, non-productive meetings, following the tips below can help to make sure the next go-round the board meeting agenda is followed and the meeting runs smoothly.
Prior to the Meeting Prepare in Advance
One of the best ways to make sure that your HOA meeting goes off without a hitch is to be prepared in advance for the meeting. Even in the case of a long-standing regular monthly meeting date (for board members), it is always a good idea to send a note to board members as a reminder of the meeting date. The goal for every meeting is to get the full board to attend. It helps to save time and improve the decision-making process if everyone that needs to be present is.
You should also prepare a package that includes well-outlined meeting agendas and minutes from the last meeting to remind members of what is to be discussed, and what has been discussed. Including approved minutes of the last meeting will help to inform members and save time during the first few minutes of all meetings.
Including any necessary financial information, and relevant reports about the progress being made on any projects will give HOA members and board members the opportunity to review the information before they come to the meeting. It will also allow concerned parties to formulate direct questions.
When HOA members are fully prepared for the next meeting it is much easier to stay on topic and get the work at hand done expeditiously. Every board meeting should be run like a business meeting. It can be difficult to keep things professional when these are your neighbors that you are dealing with, but every HOA should strive for that professional feel at their meetings.
Start Out with the Positives
Board meetings are often full of negative comments and complaints. Bylaws and covenants will often be brought up to solidify a perceived violation and can turn the HOA meeting into an hour-long argument.
Of course, there will be some business that has to be addressed and some complaints that must be fielded, but you can set the tone of the meeting by acknowledging the accomplishments and achievements of the board and the greater community.
Dedicating the first few minutes to handing out accolades to any special committee meeting or subcommittee that has gotten great results for the community or any progress that is happening in the community can help to set the pace of the meeting. It can also help members to see that the HOA is a positive organization that improves the community and lives of the homeowners.
Organizing Your HOA Meeting
As a board member, you will have two types of meetings. You will have general HOA meetings which members of the HOA will be invited to, and executive branch type meetings with just the board members. It is strongly suggested that the board itself meets at regularly scheduled intervals without the community members present.
Organizing a general meeting with the HOA members takes a little more planning. During the HOA meeting, community members will have questions and want to make a public comment that they want to be heard. Instead of asking members to raise their hands when they have a question, provide a signup sheet for anyone that wants to ask questions or make comments.
A signup sheet will allow the board of director members to methodically go through the list and ensure that everyone has a chance to speak. Community engagement is important but it needs to be organized and productive.
Invite a Speaker
If you know of someone in your community who is an expert on a relevant topic, such as pool management or house painting, inviting him or her to speak at the Board meeting is a great way to foster community involvement. If you are tackling a new issue such as planning new amenities or renovating the community center, you may also want to invite speakers from outside the community to share their expertise.
Hold Executive Sessions Privately
Many issues concerning personnel, contractual considerations, legalities, and HOA violations can be handled during a private executive session, without the presence of all other homeowners. You can either schedule these as separate meetings during the week or hold them immediately after the general Board Meeting. Reviewing meeting documents including meeting minutes is something that can be done privately and addressed privately.
Dealing with many issues is slowed down when the entire community is part of the process. As board members, the community has entrusted certain activities to you, and decisions about those activities can be made during a private meeting. Board of directors meetings “only” can help to ensure governance is less complicated.
Prepare for Challenging Topics
There will always be some agenda items that are complex and bogged down with details. Learning as much as you can in advance about running successful HOA board elections, designing efficient HOA budgets, setting fair HOA dues, and planning exciting community events can make a big difference in helping the process run as smoothly as possible.
There can be a lot involved in running an effective HOA board meeting, and many boards throughout the Greensboro area have opted to get the support of Slatter Management Services Inc. to ensure meetings are productive and effective.
Keep in mind that a qualified HOA management company can help your HOA Board meetings run much more easily. If your community is considering HOA management services in the Greensboro or Triad area, contact Slatter Management Services, Inc. to learn more.