HOAs can be controversial. When they're run well, they can improve local house prices and make the community a more pleasant place to live. But, when people feel like the HOA doesn't represent the locals, and HOA participation is low, people may have a negative attitude.
The best way to make sure everyone feels included and represented is to have effective HOA meetings. Looking for some workable HOA meeting tips? Read on to learn more.
Get Prepared in Advance
The only way to have effective meetings where you come up with workable HOA strategies is to prepare in advance. HOA meetings are not the kind of event you can just make up as you go. You need to have a clear plan for the meeting.
That means setting a clear agenda and distributing said agenda to all board members and residents. Ideally, you should send out the agenda at least a week before the HOA meeting. This gives everyone a chance to prepare for the topics at hand.
You should have a suitable venue available, that's set up to comfortably accommodate everyone who wants to attend. When conducting virtual or hybrid meetings, make sure the tech has been set up correctly and thoroughly tested.
Encourage Respectful Dialogue
While it's not uncommon for people to disagree about local issues, HOA meetings need to be a safe and respectful environment. Residents who are prepared to respectfully state their concerns should always feel like HOA managers take them seriously. It can help to establish ground rules, such as clearly specifying who should be speaking and when.
Some HOAs use a neutral moderator to help facilitate discussions and keep the meeting on topic.
Strong Accountability Mechanisms
HOA meetings are only effective if the people who make decisions are accountable. There need to be accurate minutes taken of every meeting to guarantee accurate records of discussions and decisions. In the interest of transparency, meeting minutes should be available to everyone in the neighborhood.
HOA management also needs to present open and accurate financial reports. These reports should be formatted to be easily understandable, and HOA meetings should be a space where residents can ask questions about the budget. Locals contribute to the HOA finances by paying monthly dues, so the board must demonstrate how the money is being spent.
Time Management
While it's important to plan an agenda, you also have to stick with it. Effective HOA meetings always follow the agenda and avoid getting derailed and sidetracked by unrelated topics. Consider having time limits for each topic to make sure no single topic can take over the meeting.
HOA Management Services Can Help With Effective HOA Meetings
Running effective HOA meetings is often harder than it looks. It's no surprise many HOA boards work with professional management services to help them work out the details. Are you looking for a highly qualified management team to help you run effective homeowner association meetings?
PMI First State has a tried and tested reputation in Delaware and nationwide for helping HOAs be the best they can be. Contact us today and let's talk about how we can improve your community.
