Q: For several years, I have been reading and sharing with others your homeowners association Q&A articles published in the Las Vegas Review-Journal. Thanks so much for writing those. I have had a couple of issues on my mind that have bothered me for some time and would like to present them to you for […]
HOA Remote Meeting Options In The Time Of The Coronavirus Outbreak
The coronavirus outbreak has forced many businesses to redefine the way they hold meetings. Homeowners associations are not exempt from this. Because board members make decisions during board meetings, most HOAs are concerned about halting operations amid the outbreak. But, through HOA remote meetings, your HOA can continue to run without hindrance. Read the […]
Do HOAs Have to Meet Openly During the Coronavirus? (VA)
Landowners frequently complain that the board for their HOA or condo association makes important decisions in secret. Virginia law imposes significant “open meeting” requirements on community associations, allowing for attendance and participation by members. This is almost always in person. Open meeting laws can protect landowners from arbitrary or self-interested board action. The Coronavirus pandemic […]
Back to Basics: Top Ten Tips to Run a Condo Board Meeting
Board meetings often have much to address within time constraints and all Board members play a key role in maintaining focus on efficiencies and productivity. With this in mind, we have created our top ten tips for running a Board meeting effectively: Read the article…………………………..
“Let’s Have Our Meeting or Convention Online!”
Due to the Coronavirus, in the last several weeks we have received a lifetime’s worth of questions about moving in-person business meetings and conventions to some type of electronic format. Our firm’s two Professional Registered Parliamentarian attorneys have assisted many clients in doing just that—board meetings, annual meetings, houses of delegates, etc. However, before jumping […]
Almost 6 years After Palm II and Some Boards Are Still Not Following the Law! (IL)
It’s been a while since the infamous Palm II case came down and caused chaos in the Illinois association world. Because it’s been a couple of years, and as we have encountered situations where board members seem to have become lax on following corporate formalities or careful about meeting with other board members outside of […]
Conducting Effective Board Meetings
Community association board members are busy volunteers who set aside time amidst work, family, and other personal obligations to serve their communities. In order to ensure this time is used productively, it is crucial to plan ahead so that board meetings can be effective and efficient. Following these key steps will help ensure your community […]
A Condo/HOA meeting minutes guide
HOA boards are required by law to take down minutes at every board meeting. Keeping minutes is essential for documenting all of the board’s decisions and actions, and can come in handy when there’s a debate or misunderstanding about a particular subject. Read the article…………………………..
HOA Homefront: The Open Meeting Act (CA)
Q: Our HOA has a rule that only homeowners listed on the title can attend a board meeting as meetings are not open to the public. My husband and I recently married, and he is not listed as an owner since it is only in my name. He would like to attend the meetings. Can […]
The Case For Holding Regular HOA Board Meetings
A board of directors plays a vital role in whether or not a homeowner’s association (HOA) runs efficiently and effectively. This group of individuals is responsible for making decisions in the best interest of the overall community and its members. While most individuals dread the idea of adding more to their already over-scheduled plate, HOA […]
HOA Homefront: Are non-owners really banned from board meetings? (CA)
Q: Our HOA has a rule that only homeowners listed on the title can attend a board meeting as meetings are not open to the public. My husband and I recently married, and he is not listed as an owner since it is only in my name. He would like to attend the meetings. Can […]
Meeting Minutes – Guidelines for HOAs and Condos
One of the most common complaints about Association Boards is “lack of transparency”. Owners sometimes think that Board members are overly secretive and don’t share enough information with owners. When new Board members join, their first instinct may be to include as much information in the Minutes as possible, so that there is complete “transparency” […]
Why The Seating Arrangement At HOA Meetings Is So Important
Meetings are a necessary component of homeowner association operations. The seating arrangement at HOA meetings is critical to a productive outcome. Foreign diplomats are particularly careful in choosing the shape of the table and who sits next to who since the slightest faux pas can have disastrous results. In King Arthur’s day, meetings were held […]
Condominium and HOA Boards Beware of Holding “Executive Sessions” (FL)
I am often asked by association boards if the board can meet in “executive session” to discuss a sensitive topic, such as a personnel matter or dispute with an owner or neighborhood association, without members present. Read the article………………………….
SMART meetings: get the most out of your board meetings
Are your meetings great? No, not likely. Too many meetings are poorly attended, take far too long, are unproductive, and without purpose or outcomes. Having great meetings is not mandatory, but holding meetings that people want to attend is a smart approach. Read the article…………………………
KNOW THE INS AND OUTS OF YOUR HOA’S BOARD MEETING MINUTES
A board of directors plays an essential role in the overall well-being and culture of a homeowner’s association (HOA) community. The board is responsible for making decisions that keep a community running smoothly, ensure safety, and create a positive environment. One of their responsibilities is holding regular board meetings, discussing the needs of the community […]
Know The Ins And Outs Of Your HOA’s Board Meeting Minutes
A board of directors plays an essential role in the overall well-being and culture of a homeowner’s association (HOA) community. The board is responsible for making decisions that keep a community running smoothly, ensure safety, and create a positive environment. One of their responsibilities is holding regular board meetings, discussing the needs of the community […]
Is it Legal for Owners to Record HOA Board Meetings?
Almost no one leaves their home without their smartphone, including HOA members attending a board meeting. A smartphone can quickly become a recording device with the tap of an app. Recording meetings and conversations is a slippery slope for many HOA boards. Finding the right balance between what’s legal and how to protect your HOA […]
7 Ways to Avoid an Unruly Association Board Meeting
Board members must often make the most difficult decisions for their community association including budgeting and addressing owner concerns. Differences of opinion regarding any of these and other issues can result in confrontation. Read the article………………………..
Owner comments can be limited to brief period (IL)
Q: A debate is brewing in our association as to how long the homeowners’ forum portion of our board meetings should last. Our board meets monthly, and the board meetings typically run about two hours. Some board members want the homeowners’ forum limited to about 10 or 15 minutes; others say it should be 30 […]
HOA Meetings are for More Than Board Members (NC)
If you live in a community with a homeowner’s association (HOA), you no doubt have seen signs, received emails, or even had people knocking on your door to alert you about HOA meetings. There are many of different types of meetings — annual membership meetings, board meetings, committee meetings, executive sessions and special meetings — […]
HOA Meetings are for More Than Board Members (NC)
If you live in a community with a homeowner’s association (HOA), you no doubt have seen signs, received emails, or even had people knocking on your door to alert you about HOA meetings. There are many of different types of meetings — annual membership meetings, board meetings, committee meetings, executive sessions and special meetings — […]
Are HOAs Required to Translate Board Meetings?
A homeowners association is not required to use common funds to provide a translator during meetings unless the governing documents, as originally created or as amended, place that responsibility on the board. In fact, the use of common funds is constrained by both the pertinent statutes and the definition of common expenses in the governing […]
What is a Quorum and Why is it Important to an HOA Board?
Many associations schedule their annual homeowners meeting in October and there will be talk of making a quorum, but what does that really mean? Read the article………………
A Simple Trick to Get a Quorum at Every Board Meeting (NY)
Co-op and condo boards have to meet once a month, but people are busy. How do you get everybody in a room together once a month? In the old days, it was always a big problem because people’s schedules conflicted, and it was very hard to get dates that worked for everybody. What we have […]
What is Texas Open Meeting Law?
The Texas Open Meetings Act states that governmental bodies must hold open meetings unless there is an authorized reason for an executive, or closed, session. This is to keep government transparent and accountable, and to ensure public business shall be conducted responsibly. Read the article………………
The Art of leading a Successful Board Meeting (CA)
Let’s face it – no one looks forward to attending anassociation board meeting. At best, a board meeting is just another to-do item on a board member’s already busy schedule. At worst, a board meeting is a multiple hour scream fest where volunteer directors who are doing their best to run a corporation get publicly […]
3 Things to Do at Every Board Meeting
A community association’s board of directors consists of elected officers who represent a not-for-profit corporation. Serving as a board member is, and should be, a position of respect and leadership in the community, and the responsibility should be taken seriously – especially during board meetings. Read the article………………..
How to chair a condo board meeting
Condo board meetings aren’t only a regulatory requirement; they’re also crucial in fulfilling the board’s mandate i.e. to serve the interests of the condominium corporation and ensure adherence to all the by-laws. The specific number of meetings each year is outlined in the condominium’s by-laws so it can vary. However, there must be at least […]
Board meetings shouldn’t be recorded in secret (IL)
Q. An owner in our condominium association secretly records meetings of the board of directors of the association. Is that permitted? Read the Q&A…………………..
Does Your Board Meeting Need a Parliamentarian?
n large association membership meetings or conventions, it is common to find someone serving as parliamentarian (whether a member or outside credentialed professional). A question often asked, though, is: “Does our board meeting need a parliamentarian?” (For purposes of full disclosure, I’m an attorney, Certified Professional Parliamentarian, Professional Registered Parliamentarian, past President of the American […]
Managing Board Conflict: How to Maintain Harmony
In a community association, it falls on the board to put out any fires that ignite among the property’s residents. But what happens when that blaze springs up between the board members themselves? Those who volunteer to serve on their community association or co-op board are likely to bring strong convictions – and personalities – […]
Meeting Tips #4 – Little Things Set a Tone & Help You Get Stuff Done
Excellence does not come about by accident. Nor is it typically the result of heroic leaps and bounds. It is usually the accumulation of incremental actions, the compounded interest earned from habits applied to what might seem to be insignificant details. Exceptionally productive meetings are no different. They don’t happen by accident. And there are […]
Meeting Tips #3 – O Say Can You Hear?
Community association boards do the bulk of their business at board meetings (or at least, they SHOULD). It can be tough for community members to observe the proceedings and resist the urge to chime in from the audience, especially on hot topics. This happens often with residents who do not understand that community associations are […]
HOA Meetings That Don’t Stink
We know. Your HOA runs like a well-oiled machine. The grounds are beautiful. Everything works. Your reserves are funded. Neighbors never fight. People always pay their fees on time. And nobody ever complains about anything…except the meetings. Yeah, right. Why are you here again? Read the article…………………..
Meeting Tips #2 – Prepare TO Die? Or is it Prepare OR Die? Same thing!
The Five Ps: Proper preparation prevents poor performance. Think about meetings of any type you’ve attended where the participants were well prepared. Quality discussion, good decisions, the right balance of thorough and efficient, right? Board members are fiduciaries. They have been entrusted with taking care of association members’ assets. Their decisions can make a difference […]
When can a board hold a closed meeting? (FL)
Q: Our homeowners association (HOA) board called a private board meeting for personnel issues. The meeting was held to discuss an email a director sent by mistake to the general manager. Read the Q&A………………….
Condo Board Minutes (ON)
Many newly elected board members know that minutes of the board meetings must be kept, but they do not fully understand what is to be recorded in the board minutes. First of all, the board minutes ARE NOT A TRANSCRIPT of who said what. Rather, the minutes are a summary record of the business conducted […]
Do You Take Minutes in Executive Sessions? (IL)
A topic of great discussion is whether minutes should be kept for executive “closed” sessions and, if so, how detailed they should be. Previously, there was little guidance for association boards and many were cautioned to not take minutes for executive sessions. But, all that changed on June 14, 2018 when the Illinois Appellate Court […]
Ask the HOA Expert: Mushroom Meetings
Some homeowner association (HOA) boards have been accused of using the Mushroom Method in dealing with members: “Keep them in the dark and feed them manure”. Board meetings are held to address important business and should be open to the members. It only makes sense. Doing business behind closed doors only breeds suspicion. Read […]
HOA Homefront: Readers ask how executive session can be misused
Q: Members of our board mention discussions in executive session when they are discussing agenda items at board meetings. For instance, at a recent meeting, the board tabled a matter relating to rules. The president said the matter would be discussed further in executive session. Also, three board members attend committee meetings. Two directors will […]
What to Include On An HOA Board Meeting Agenda
Determining what to talk about during every board meeting can feel a bit overwhelming. Since each HOA is different, the items discussed at every meeting will vary. Add to that the fact that state law requires that meeting agendas be posted four days in advance in a public place designated by the association’s annual disclosure, […]
How to stop inaccurate emailed association board meeting reports (FL)
Q: One resident in our community has obtained the email addresses for all owners. This owner attends all board meetings and then twists the actual discussion and sends an email to the community with a creative summary of the meeting. The summaries are inaccurate. What can we do to stop this? Read the Q & A……………
Chaos to Control: Getting the Reign on HOA Board Meetings
Preparing and running an HOA Board Member meeting can sometimes feel like a difficult and daunting task. Do you feel like the meeting goes too long? Do you feel like you and your fellow members have difficulty making decisions for important tasks? Perhaps you feel like you never accomplish everything that needs to be done? […]
HOA Homefront: Meetings generally should not be recorded (CA)
Q: Our board announced that audio recordings of meetings would no longer be allowed. What are your thoughts on this? Does this action by the board violate the Brown Act, the Davis-Stirling or some other statute? Read the Q&A……………
Are Your Meetings Keeping Minutes but Wasting Hours
Board meetings are integral to the function of an HOA. They provide an opportunity for directors to discuss governance issues by determining policies and priorities for the association. By following appropriate procedure, accepting homeowner input, and distributing minutes, meetings are influential in maintaining an involved and informed community. Unfortunately, these sessions can often “go off […]
Is Brevity the Soul of (Smart) Board Meeting Minutes? (NY)
It’s kind of ironic that in this age of transparency, board meeting minutes should be bare-boned. But they should. So keep them accurate, but sparse. Here’s why. Minutes of board meetings can be surprisingly revealing. Some minutes cover who voted on what, as well as off-topic conversations. You must always remember that minutes are actually […]
What Happens in the Boardroom Should Stay in the Boardroom
Co-op and condo boardrooms have at least one thing in common with Las Vegas: what happens there should stay there. Many new board members run on a platform about transparency, communication, and being a liaison between the board and the shareholders. All commendable reasons to serve, but not without risks. These good intentions can easily […]
The Top 8 Tips for Boosting Board Meeting Attendance
While boards make decisions for the community, homeowner input ensures that those decisions reflect their wishes. But as any board member who’s faced an empty meeting room knows, inspiring homeowners to get involved in the association can sometimes be a challenge. Read the article………………
What constitutes a board meeting? (FL)
Q: Every Monday, our board walks the condominium property and makes notes concerning maintenance and landscaping issues. The board eventually votes on these notes at a meeting. We believe these routine inspections are critical. Last week an owner yelled from her window that we were having an illegal meeting. Is this true and how should […]