HOA Meetings Archives | Goodwin & Company

An annual meeting is an important event for any homeowner association (HOA) board. It’s a time to review the previous year’s activities and accomplishments, discuss plans for the upcoming year and provide an opportunity for members to voice their concerns and provide feedback. The HOA board has a responsibility to provide transparent and comprehensive information to members during this meeting. In this article, we will discuss what information an HOA board should share with its members at the annual meeting.

Financial update: One of the most important pieces of information to share at an HOA annual meeting is the financial report. This should include a detailed breakdown of the association’s income and expenses, including any outstanding debts, and how the funds were allocated over the past year. Members should be able to see how their dues and other fees were spent and have a clear understanding of the financial health of the association.

Planned projects: The annual meeting is a great time to discuss any planned projects for the upcoming year. This can include things like landscaping improvements, building repairs, or any other major initiatives that will require funding or member involvement. Members should have an opportunity to provide feedback and suggestions for these projects and should be informed about the timeline and expected costs.

Goals for the upcoming year: In addition to discussing planned projects, the HOA board should share its goals for the upcoming year. These can be specific objectives such as reducing expenses, increasing member participation, or improving communication channels. Sharing these goals with members can help align their expectations with the board’s priorities and build support for future initiatives.

Board member election results: If there are any board member elections during the annual meeting, the results should be announced and discussed. Members should be informed about who was elected to the board, what their responsibilities are, and how they were chosen. This can help build trust and transparency within the association.

Community achievements: It’s important to acknowledge the community’s achievements during the annual meeting. This can include things like successful events, volunteer efforts, or any other accomplishments that members can be proud of. Recognizing these achievements can help foster a sense of community and encourage further involvement.

Legal updates: The HOA board should inform members of any legal updates or changes that may affect the HOA. These can include changes to state or federal regulations, new laws, or legal disputes that the HOA is involved in (where appropriate to share). Keeping members informed about legal updates can help them understand how it may affect the HOA and their property.

Governance: Members should be given an update on any changes to the HOA’s governance documents, such as the bylaws, covenants, and rules and regulations. These documents are the foundation of the association and members should understand any updates or revisions that have been made.

Communication channels: The HOA board should discuss the various communication channels available to members, such as newsletters, websites, or social media platforms. Providing information about these channels can help members stay informed and engaged with the HOA’s activities and initiatives, as well as provide a means for members to provide feedback and stay connected with the board and other members.

Open forum: The annual meeting should also include an open forum where members can voice their concerns, ask questions, and provide feedback to the board. This is an opportunity for the board to listen to members’ concerns and address any issues that may have arisen during the previous year.

The annual meeting is a crucial event for any HOA board to communicate with its members. It provides an opportunity to review the previous year’s activities and achievements, discuss upcoming projects, and address any concerns or issues raised by members. By sharing transparent and comprehensive information with members, the board can build trust and support within the community, and work towards achieving its goals for the upcoming year.

When most people think of HOA meetings, images of a town hall full of excited community members chanting for residential justice come to mind.

While most of the HOA meetings a board holds aren’t necessarily as action-packed as depicted in the movies, an HOA’s success really does depend on the decisions made at meetings held throughout the year.

If you are a member of an HOA and desire involvement within your community, understanding the meetings that keep an HOA grounded is a great start.

Here’s a closer look at the five types of HOA meetings and what makes each one unique towards benefiting those who live within its boundaries.

1. Annual Meetings

Much like a presidential state of the union, an annual board meeting brings to light some of the largest decisions and issues a community faces as it heads into a new fiscal year.

As the name suggests, these meetings are held once a year and involve both the HOA’s board members and all community members who are willing to participate.

Aside from forecasting upcoming decisions for a neighborhood, an annual meeting:

Presents the annual budget
Elects new board members
Announces new major projects

2. Board Meetings

These quarterly/monthly meetings are a board’s bread and butter for managing the responsibilities and addressing any urgent issues within the community. These meetings are open to all members of the community.

Everyone is informed of the meeting time and date ahead of scheduled meetings, and agendas are planned out to the minute. In fact the only topics available for discussion at these meetings are those that are on the agenda.

For this reason, the agenda is published ahead of schedule and delivered to the members of the community for review.

3. Executive Sessions

Not all meetings are available to the general public. Sometimes decisions are made and confidential issues are addressed behind closed doors.

At an executive session, the board of directors typically discusses and votes on the following topics:

Litigation issues
Delinquent payments
Internal committee problems, and other private areas of discussion

4. Committee Meetings

Larger HOAs may require committees to address specific needs within the community. From community watch to safety, and neighborhood events, there can be several committees assigned to a community that help make its cogs move smoothly.

Committee meetings are typically held annually or monthly (depending on the importance of the committee). At these meetings committee members and members of the board discuss prominent topics that pertain to the committee’s responsibilities.

Each meeting provides minutes that are accessible upon request by any member of the community.

5. Special Meetings

Special meetings are rare events that only happen when an emergency situation arises within the community. From natural disasters to damage to community property that requires immediate repairs, special meetings have shorter notice requirements than other meetings but only the specified topic may be discussed or voted upon.

These are not executive meetings and minutes are still taken at these meetings and are available to members who want to review them.

Organize Your HOA’s Essential Meetings With Goodwin & Company

As a board member, you have a lot of responsibilities on your plate. The stress of administrative services shouldn’t be one of them. The team at Goodwin & Company knows how important it is to have complete focus on the decisions that drive a community to success.

Let us help you tackle your key responsibilities as a leader while we handle the behind-the-scenes administrative work for you. We are well-versed in: