Yet, it is completely doable to hold brief HOA board meetings by sticking to some critical steps. Keep reading to learn what these are.
The Secret to Keeping Meetings Under One Hour
If you were given the choice, you would probably choose to skip board meetings altogether. But, they remain an essential part of managing a community. It is during these meetings that board members can discuss important issues, vote on matters, and conduct association business.
Given that HOA board members are volunteers, though, they typically don’t have much time to spare. With a 9-to-5 job and commitments outside of the HOA, you probably want to get meetings done and over within as little time as possible. However, it is not like you can call off all your board meetings or conduct them via email instead.
In many states, as a requirement, homeowners associations must hold board meetings that members can attend. You need to provide members with adequate notice of the meeting and give them the opportunity to be present.
Additionally, some states require that you only conduct association business when notification has been sent and when you have established a quorum. Any business conducted outside of this can be challenged and rendered void.
Make sure to check your own state laws and governing documents for guidance on this matter. For instance, in California, HOAs must give members at least four days’ notice, inclusive of the meeting agenda.
The good news is that there are ways you can adopt to significantly shorten the length of your board meetings without sacrificing productivity. Using these tips, you will be well on your way to keeping meetings under one hour.
How to Hold One-Hour HOA Board Meetings
Board meetings don’t need to go on forever. You can seriously cut down the duration of your meetings by following a few simple steps, outlined below.
1. Send Notice to Your Membership
Homeowners are just as much a part of the community as HOA board members. That means they have a right to attend board meetings — at least for the open session portion. But, how will homeowners even know that a board meeting is coming up if you don’t give them sufficient notice?
Remember that sending out board meeting notices is mandatory in some states. Your governing documents may also contain provisions concerning this matter. You want homeowners to participate in community activities, but you won’t improve attendance if you don’t tell them about the meeting ahead of time. Additionally, failure to provide notice can make the meeting invalid.
2. Include the Agenda and Other Pertinent Information
Apart from the time and place of the board meeting, your notice should also include the meeting agenda and other important information. Keep in mind that board members discuss and vote on community issues during these meetings. Therefore, it is essential that everyone comes in prepared and educated.
ending out the agenda beforehand will allow you to familiarize yourself with the issues that require discussion prior to the meeting itself. This way, you won’t spend time reading through the material during the meeting, prolonging its duration.
3. Gather Inquiries and Requests
More often than not, homeowners have a lot of questions and concerns they wish to raise during board meetings. When members surprise your board with these questions, it can significantly extend the meeting time. As a solution, make sure to gather requests and inquiries prior to the meeting. Then, incorporate these into the agenda so that everyone can prepare themselves.
4. Call the Meeting to Order on Time
How many times have you set the meeting to start at a specific time only to call it to order 30 minutes late? When you say the meeting will start at 6 p.m., you should do your best to follow that. Failing to begin on time will only result in drawing out the meeting.
As a board member, you must know that you have a responsibility to the community. That includes attending board meetings on time and well-prepared.
5. Remember Your Job as a Board Member
Your HOA board should remember your duties and responsibilities during board meetings. Don’t waste time trying to figure out who does what. The president usually presides over the meeting, calling it to order and basically calling the shots as well.
The secretary, on the other hand, is typically in charge of taking the meeting minutes. In some cases, the secretary can even record the meeting on tape. Knowing what you are supposed to do during board meetings can help you cut down on wasted time.
6. Never Stray from the Agenda
You created the agenda as a guide, so make sure to use it as one. If you want to keep your meetings short, always stick to the agenda no matter what. That means avoiding topics that stray from the agenda. If someone brings up an issue outside of the agenda, jot it down for discussion during the next meeting.
Sometimes, discussions and votes may take too long. If the president feels that a particular topic is being drawn out too much, they should move on to the next item on the agenda. You can revisit the previous topic when there is time left to spare or reserve it for the next meeting.
7. Provide a Recap of the Meeting
Meetings can feel like they are moving at a snail’s pace, causing you to forget everything that was discussed by the end of it. To remind everyone of what transpired, it is a good idea to summarize the event. Refreshing everyone’s memory this way can prevent misunderstandings down the road.
8. Don’t Forget to Follow Up
After the board meeting, it is imperative to follow up on important matters such as assignments and board meeting minutes. Remember that you should distribute meeting minutes to all members within a specific timeframe. This can vary depending on state laws and your governing documents. Following up on items that require action can also save you a lot of time in the next meeting.
9. Schedule the Next Board Meeting
Board members lead busy lives, so it is critical to pin down a time and date that works for everyone for the next board meeting. Make sure to schedule your next meeting as early as you can. This way, you have ample time to plan for the meeting, and you know exactly how long you have to accomplish pending items.
Short and to the Point
Keeping meetings under one hour is not always easy, particularly if you have gotten used to holding meetings that run for three or four hours. But, with the right mindset and these tips in your arsenal, you can definitely achieve it. Before long, you will be running efficient and effective meetings that dismiss within an hour on the dot.
7:30am - 5:00pm Monday - Thursday
7:30am - 11:30am Friday