Gaining involvement in your HOA meetings can be tricky. When inviting and scheduling these meetings it's important to classify the specifics. There are five major types of meetings that can be held to better your homeowner's association.
Who: Board of Directors and All OtherMembers
When: Quarterly or Monthly
Why: Discuss the routine management of the community. Topics within this meeting could range from reviewing the property manager's work, resolving issues between members, or tracking maintenance requests. All these topics will be organized within an agenda and are limited to those items only. No other topics are permitted to be discussed.
Before the meeting, it would be beneficial to publish the agenda within your internal documents so your residents have an idea of what will be discussed during the session.
Who: All Members
Why: Discuss big picture issues, this is also classified as the main meeting of the year. Members normally take a look at a new budget and elect a new board to represent their organization!
Who: Board of Directors
When: As necessary
Why: Discuss confidential, private, or privileged information. According to Civic Code 1363.05, "Boards can vote on matters in executive session. They are not required to convene into an open meeting to cast their votes". This can be beneficial when attempting to make a quick decision. The actions should then be noted in minutes and open to the other members at the following meeting.
Board members can easily refer to documents on the internal documents page. Managers can change the access of these documents from everyone, board members only, or managers only.
Who: Specific Committee Members and BoardMembers
When: Annually, Monthly, or Quarterly
Why: To implement objectives for projects that are contributing to a specific team within the community. For example, a neighborhood watch committee might want to discuss concerns facing their community in recent weeks, and a plan of action to combat those issues.
By creating a specific group within the portal, the manager has the ability to see everyone included in a specific committee.
Emergency Meeting or Special Session
Who: Those Affected
When: Immediately (when action is required)
Why: Gain immediate action or make an instant decision to better the association.
If an emergency meeting is necessary, posting an announcement within the portal is an effective way to get the message to your community.
By classifying these meetings, you can create more transparency and facilitate more involvement from board members and residents within your community.