Several potential HOA meeting problems can arise, and board members must learn how to deal with them. In doing so, they can hold informative, concise, and trouble-free meetings, which, in turn, helps keep the association in good shape.
How to Handle the Most Common HOA Meeting Problems
HOA meetings are essential for effective community management, but they can sometimes encounter problems that hinder productivity and decision-making. Here are some of the most common issues that arise during HOA meetings.
1. Lack of Attendance and Quorum
Not all residents have the time or interest to attend meetings. This causes a disconnect between homeowners and the HOA board. Worse yet, for annual meetings or meetings that require a membership vote, it can be hard to get a quorum when not enough people attend.
Ensure Proper Notice
One of the best ways to ensure that meetings are packed is to ensure proper and sufficient notice. Notifying residents ahead of time about an upcoming meeting gives them more time to prepare and allows them to make room in their schedule before their calendar fills up.
Notice requirements vary by state. In California, an HOA should give notice of an annual meeting at least 30 days in advance, and for board meetings at least four days’ notice.
An HOA’s governing documents will also contain notice requirements for HOA meetings. Typically, this ranges from seven to 30 days in advance. As the meeting date approaches, remember to give constant reminders to residents. It is also a good idea to promote the meeting using various communication channels such as newsletters, email, phone calls, text messages, flyers, and the community website.
Allow for Virtual Participation
Physical attendance isn’t always a viable option for residents. To address this, an HOA can use technology to make things more accessible for everyone. If state laws and the governing documents allow it, an HOA should consider offering remote or virtual meetings as well as online voting.
2. Poor Preparation and Organization
Poor preparation and organization are among the simplest yet most destructive HOA meeting problems. Without a clear agenda, meetings can become directionless and quickly spiral into chaos. An HOA board that doesn’t prepare for a meeting in advance is also prone to making poor decisions.
Prepare an Agenda
An HOA should develop an agenda ahead of time to avoid poor preparation and organization. This agenda should follow a clear and concise structure and include all pertinent topics of discussion and voting. An agenda serves as a guide for all meeting participants to stay on track.
Distribute and Review Materials Ahead of Time
The HOA board should distribute the agenda and any other materials well in advance of the meeting. This gives both homeowners and board members time to review the materials and make informed decisions.
3. Poor Participation
A high attendance rate doesn’t always equate to high participation. Residents can show up at meetings but remain silent the entire time. While the board mainly makes the decisions at these meetings, it is still important to seek feedback from residents to gauge reactions.
Dedicate Time for an Open Forum
Although residents don’t actively participate in the discussions and decisions at a board meeting, they should still be given the opportunity to voice their concerns. As such, it is important to allocate time for public comment in the agenda. Notices should also reflect that residents have a chance to share their input at these meetings.
Keep in mind that some states require open board meetings to include an open forum. California is one such state. According to Civil Code Section 4925, the board must allow any member to speak at open board meetings within a reasonable time limit.
Keep Discussions Simple
Discussions and decisions can involve technical jargon that residents might not be familiar with, which discourages participation. To address this, the board should make every effort to use simple terms and express their opinions clearly. This promotes inclusivity and encourages residents to engage in community affairs.
4. Going Off-Topic
One of the HOA meeting problems that most associations struggle with is going off-topic. Discussions can quickly veer off course. Sometimes, the board might spend too much time on a single issue, expounding on it in a way that doesn’t relate to the original concern. This unnecessarily lengthens the meeting, causes burnout, and pushes the board to make haphazard decisions just to get it over with.
Stick to the Agenda
Stick to the established agenda to avoid going off-topic. Prioritize urgent issues and avoid branching out to unrelated issues. An agenda not only sets the tone for the meeting but also the pace.
Additionally, distributing the agenda to everyone beforehand gives them time to research, form opinions, and settle on a stance. Board members can do this in advance so that they come prepared with their organized thoughts at the meeting proper, keeping things on track.
Implement Robert’s Rules
Robert’s Rules of Order is a set of parliamentary procedures that facilitate an orderly and efficient meeting. Following Robert’s Rules or another set of procedures allows the HOA to stay on course throughout the meeting. It also prevents members from speaking out of turn and formalizes procedures for efficiency and professionalism.
5. Compliance Issues
The last thing any board wants is to conduct an Illegal HOA board meeting. Unfortunately, this happens way too often, as board members fail to adhere to statutory requirements and their governing documents. Improperly conducted board meetings can call into question the legitimacy of every decision made at these meetings. They also expose the HOA and board to potential liability.
Understand State Laws and the Governing Documents
Board members should thoroughly understand state laws and their governing documents. This means reading up on meeting notice requirements, proper voting procedures, open forum requirements, and proper record-keeping rules.
Hire an HOA Management Company
While self-management is an option, hiring a professional management company can help ensure compliance with legal requirements. An HOA manager can ensure that the board follows all procedures to the letter.
6. Dominant Personalities
Homeowners have different personalities, and some are more dominant than others. While these owners tend to be more vocal about their opinions and issues, there is a danger of them taking over the whole meeting and not allowing others to speak. This creates an imbalance within the community. The loudest voices don’t always represent the majority, but the board might inadvertently mistake it as such because they overshadow the silent owners.
Designate Speaking Time Per Member
To combat this, it is important to allot a time limit for each member to speak during the open forum portion of the meeting. The time limit can vary depending on the needs of the association. In addition to the time limit, consider enforcing a rule prohibiting the same person from speaking twice if other people have yet to get their turn.
Allow Written Input
Some homeowners may feel shy or apprehensive about public speaking. To encourage participation from these owners, an HOA can consider allowing written input. Let members submit their questions or concerns in writing, which can then be read during the open forum portion of the meeting.
7. Escalating Debates
There are plenty of stories of an HOA meeting gone wrong because of heated debates that turn ugly. It is normal for people to have differing opinions on topics and issues. These conflicts are simply part of meetings and discussions. However, it is important not to let these conflicts get out of hand or completely derail the meetings.
Stay Professional
Board members must remain professional and respectful at all times. They must rein in their emotions and refrain from raising their voice. It is entirely possible to conduct healthy and inclusive discussions without turning heated.
If things do get a little tense, it is essential to exercise empathy. Try looking at things from the opposing party’s point of view. It is also equally important to actively listen to the opinions of others. Keep an open mind, as participants may make good points that could change the perspectives and decisions of others.
Take a Break
Everyone is human, and humans can get caught up in their emotions, which can start affecting their decision-making. When tensions run too high, it is best to take a step back and go on a short break. This will give everyone time to calm down, reorient themselves, and gather their wits. Then, go back into the discussion with a clear head.
8. Technological Hindrances
Nowadays, meetings often need the aid of technology, such as presentations, videos, and even remote meeting applications. Of course, this creates new problems, such as poor Internet connections, audio/visual hitches, and a poor understanding of software functionality.
Check Connectivity Before the Meeting
To ensure a smooth meeting, it is vital to check connectivity before the meeting begins. This way, connectivity issues won’t hinder the flow of the meeting, helping to keep everyone’s attention and maintain momentum.
Familiarize Yourself With the Tools
If the HOA doesn’t have a “tech guy,” it is imperative that board members understand how to operate the various equipment and tools that come with the meeting. This includes laptops, projectors, monitor screens, audio/visual connections, and software. Learning how to use these tools and knowing how to troubleshoot issues can keep things on track.
9. Long Meetings
Finally, HOA meeting problems also include long meetings. Long meetings are detrimental to an HOA not only because they waste time but also because they contribute to poor decision-making. If a meeting takes too long, board members will grow weary and tired, hindering their ability to make good decisions.
Additionally, long meetings can discourage attendance and participation. Nobody wants to attend a meeting if they know it will take hours to finish. Plus, they demonstrate that board members don’t respect homeowners’ time.
Prepare and Study in Advance
Preparing everything in advance helps ensure concise meetings. Board members should research beforehand, gather their thoughts, and list their concerns way ahead of time. This way, they can come to the meeting ready for discussion.
Allocate Timeframes Per Agenda Item
To avoid straying from the topic or dwelling on it for too long, it’s a good idea to designate a timeframe for each agenda item. Set a timer for the discussions so that everyone is conscious of the time.
The Final Word
Board members can face many potential HOA meeting problems. These problems contribute to lengthy, inefficient meetings that can further drive homeowners away. Fortunately, these problems have a fix, and it is fairly easy to implement them.
Personalized Property Management offers HOA management services, including assistance with board meetings, around Southern California. Call us at 760-325-9500 or email us at info@ppminternet.com for more information!
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