One of the first things you learn as you enter the world of homeowner’s association management is all items must be discussed at a board meeting and all decisions must be made in a meeting. In my eight years as an HOA Portfolio Manager, I’ve never had a Board who hasn’t met on a regular […]
Can Members Be Excluded From Board Meetings? (NY)
An air conditioner can keep you cool. It can also cause the temperature to rise among neighbors, which is what happened in a seven-unit Tribeca co-op when a board member installed an air conditioner without permission – then learned that the board had met to discuss the situation without the board member present. The board […]
Alternatives to Evening HOA Board Meetings
Attending board meetings is one of the biggest commitments a Board of Directors member makes. These meetings are of high importance because your board takes actions that affect the whole community. However, these meetings can eat several hours out of your schedule, and can be especially time-consuming if your board meets once a month. To […]
Ask the HOA Expert: What Is An Executive Session
Question: What is the definition of an “executive session”? Can a meeting begin as an executive session, and end as an open session, or vice versa? Read the Q&A……………
HOA Resolutions and Your Board
The governing documents are in place to give your board a solid reference and a basis for every decision that is made during meetings. However, sometimes these documents can be ambiguous, outdated, or incomplete. One of the board’s main responsibilities is creating resolutions to solve these basic problems and to keep your association running smoothly. […]
Encouraging Participation in HOA Board Meetings
If an HOA board is only as good as its members, it is imperative that regular board meetings be well attended by actively engaged participants. This ensures that problems are solved in a timely manner, and is essential to the overall success of any community. It’s not uncommon for even the most established HOA boards […]
Virtual HOA Meetings?: Virginia’s General Assembly Makes It Easier For Property Owners’ Associations To Hold Entirely Electronic Meetings
Association (both property owners’ association and condominium association) meetings are typically held at the community clubhouse or other local building. However, with the increasing availability and utility of technology, virtual meetings are becoming more commonplace. Virginia’s General Assembly (Virginia’s state legislature) recently passed legislation, House Bill 1205 (the “Amendment”), amending the Virginia Nonstock Corporation Act, […]
How To Write Up Board Meeting Minutes
The regular monthly meeting of the board of directors of Peaceful Community Association was called to order at 7:06 p.m. at the Boxwood Recreation Center, Tuesday, March 2, 200X, by the president, Mr. Matthew Dunford. The secretary was present.A quorum was present with the following directors in attendance: Mr. Matthew Dunford, Ms. Hailey Applegate, Mr. […]
A Guide to Board Meeting Minutes: What to Include & What to Exclude
Meeting minutes are one of the most important of all corporate documents. Nonetheless, more often than not Minutes fail to properly record Board action, or they refer to matters that are a detriment to the Association. When it comes to Minutes, to borrow a phrase from Ludwig Mies van der Rohe, “Less is more”! Read […]
Quick Tips for an Effective Meeting Agenda
It’s no secret that some Board meetings can run longer than necessary. In most cases, Board meetings should take no longer than two hours. In order to conduct an effective meeting, you need to start with a concise meeting agenda. The meeting agenda should be drafted by the community manager (if one exists) and reviewed […]
HOA Board Voting 101: How to Start a Motion
Sometimes what seems like a simple item on the agenda that will receive an overwhelming vote can end up taking the whole meeting because Board members and homeowners keep hashing out the same issue over and over again. Read the article……………………
5 Tips for Addressing the HOA Board at Open Meetings
All meetings of the homeowners association Board of Directors are open meetings. Residents are encouraged to observe meetings and read approved minutes. Residents who wish to address the HOA board are welcome to do so during the forum conducted at the beginning of each business meeting. Here are a few tips for participating: Read the […]
A Good Board Member Make up
Board members who strive to serve the best interests of their resdients regardless of their personal interests are critical to leading a community. These are a few of the must-have traits and skills that make board members successful: Read the article………………
Proxies & Proxy Voting at Membership or Board Meetings (NC)
We get lots of questions about proxies and proxy voting. And that’s understandable, as proxy issues at meetings can get very confusing. A proxy is simply a power of attorney as could be used to open a bank account or buy a car for another person. If proxies are permitted at a meeting, the proxy […]
“Sunshine Laws” Do Not Apply to Community Associations (Open Meetings are Still Required) (FL)
Frequently, there are complaints by association members regarding violations of Florida’s Sunshine Laws, Chapter 286, Florida Statutes, which mandates public access to records and meetings. Sunshine Laws only apply to state or local governmental organizations. Although there are similar open meeting requirements for community associations, they are private organizations that are governed by entirely separate […]
Making Time – A Guide to Effective HOA Time Management
For any HOA, time management is essential to good decision making. One of the most important goals of the Chair during a meeting should be to ensure that important issues receive the time and attention they need. Rushing important decisions can lead to flawed decisions and can increase organizational risk. For the average HOA, time […]
Helpful Tips for Creating HOA Board Resolutions
HOA board volunteers choose the best and most efficient ways to govern. Creating resolutions is one common method for amending documents that establish policy or set rules. By addressing the who, why, what, and how, a resolution is a formal record of a board decision. HOA board resolutions should adhere to federal and state law, […]
A Board Abstention is Generally a YES Vote (OH)
When a board member is present at a meeting and abstains from a board vote it is usually a “Yes” vote. Board members often deal with complicated decisions that directly impact other owners in the association. Board members are often tasked with making hard decisions regarding such issues as assessments, hiring contractors, taking enforcement action […]
The Best Tools for Keeping Your Board Focused and Aligned
With all the responsibilities that board members are tasked with handling for their communities, working efficiently and effectively are top priorities. One of the most important ways your board can achieve more in less time is to use the best tools available for keeping every board member engaged, informed and on the same page throughout […]
Top 12 Tips to Achieving the One Hour HOA Board Meeting
We understand what it is like. You work all day, you are tired, hungry, look forward to going home and being with your loved ones, but wait, you have that association board meeting tonight! The thought of a meeting that drones on for hours with little productivity does not appeal, now does it? Well, you […]
Ways to Encourage Members to Attend HOA Board Meetings (CA)
Successful communities, governed by successful Home Owners’ Associations (HOAs), typically have strong, effective boards of directors. An effective HOA board of directors conducts their HOA’s business in a professional manner, including having regularly scheduled meetings. Problems can arise, however, when one or more directors fail to attend those meetings consistently. Read the article…………….
How to Actually Get Things Accomplished at Your HOA Board Meeting
It’s a new year, and that means a new round of board meetings. Since the Davis-Stirling act requires that HOA board meetings take place, you might as well take part in achieving the best and most successful meeting possible. HOA board meetings are a golden opportunity for community members to know the issues that impact […]
Town Hall vs Board Meeting, and Why it Matters
I was recently asked to explain the differences of a Board Meeting and a Town Hall Meeting. For many homeowners and even board members, the difference between these two meetings is not entirely clear. Read the article………………
Improving Attendance at HOA Board Meetings
One of the greatest challenges for HOA boards is a lack of participation in annual board meetings. This is detrimental for the residents, who will miss key information, and for the board, who will have a harder time communicating important information to a community who neglects to come to the meetings. This is an area […]
Is Nighttime the Wrong Time for Board Meetings?
For more than 35 years, my design firm has worked with co-op and condo boards in the New York metropolitan area, designing lobbies, corridors, model apartments, and other projects. Most of these boards meet in the evening hours. From long experience, I’ve come to the conclusion that the night time is not the right time […]
Audio Recording of Condominium and Tenant Meetings in Massachusetts
You are a condominium trustee or unit owner in Massachusetts. Similarly, you may be a landlord or a tenant. A meeting is scheduled and you would like to record it. It is possible that a condominium trustee might want a recording so that he can prepare a set of meeting minutes. Let’s assume that there […]
Hold a Board Meeting in Under 1 Hour
Sixty minutes is generally a reasonable goal for the length of any board meeting, but you have a lot of ground to cover and need to make progress! This week, we want to offer some tips to maximize meeting time and ensure that meetings are structured, effective, and engaging. Remember, a board meeting is a […]
Effective Habit #1 – Be Proactive Or Plan Ahead
You can control your Co-op or Condo’s destiny (whether you are an Owner, Board Member or Management) by getting ahead of various situations. Unlike a reactive board, who are often waiting for things to happen, proactive boards anticipate, think ahead and make things happen. Read the article……………….
Taking the Angst Out of Writing Meeting Minutes
How many of you have been to the meeting immediately following an election, ready to choose officer positions and you get to secretary and not a single Board Member volunteers? Property Managers, Board Members and Homeowners have all witnessed this I’m sure. That is because one of the daunting tasks of the secretary is to […]
How to make condo meetings fun again
Condo board directors attend a lot of meetings. Most condos have at least one board meeting a month and managers many more. During board meetings, directors make decisions that affect the entire condo community and property. Read the article…………….
Owner Participation at an Association Board Meeting – The Fine Art of Herding Cats
Here is part three of the on-going conversation about keeping order and control in association board meetings, and getting the business done. This time, the focus is on participation of members in an association board meeting. In recent years, I am sorry to say I have attended too many association board meetings where an off […]
4 Tips for a Successful HOA Board Meetings
When your board gets together, you want to be sure that you accomplish everything on the agenda and that as many voices are heard as possible. Whether you’re just getting started in your HOA or you’re concerned that your meetings aren’t as productive as you’d like, these tips will help you have successful HOA board […]
Frequently Used Terms You’ll Hear at an HOA Board Meeting
Have you ever attended a meeting and had no clue what was going on? It’s an awkward position to be in, especially if you’re trying to understand and contribute to the conversation. Be in the know and wow your board members when you attend your next HOA board meeting by reviewing these common terms that […]
HOA Board Meeting Minutes – A Brief Overview
Although by no means glamorous, HOA board meeting minutes are an all-important piece of the HOA puzzle. You will want to master every aspect of them in order to help run your HOA smoothly. In this post we look at who’s responsible for the minutes; how to prepare them; what to include and (as importantly) […]
Time-saving tips for better board meetings
In the condominium world, meetings take place several times a year — often monthly, but sometimes more frequently if there are contentious or pressing items that require a decision. Most board members have probably attended meetings slated to last one hour and have watched, with a sinking feeling, the clock tick past the three- or […]
The Death of Civility – Why Do Community Association Board Members Serve?
I have been to a number of community association meetings in the past year, and too many of them were contentious, confrontational, loud, rude and generally ugly. I have written a number of Codes of Conduct for adoption by boards of directors to address behavior ranging from being unprepared for the meeting to falling down […]
How To Handle HOA Board Meeting Attacks
Out of the blue, an irate homeowner launches a smear campaign aimed directly at the board. It’s relentless and focused. The motivation may be some personal grievance, hatred of a board policy, disagreement on how the board does business in general or loathing for the whole HOA concept. Rather than seeking redress in an orderly […]
6 Reasons a board should Hold an HOA Executive Session
By statute, an HOA’s board of directors has the right to hold private meetings, called executive sessions, to discuss privileged information and private concerns. These meetings are highly rule-governed, and becoming acquainted with those rules will help you navigate this sensitive area of HOAs with poise and confidence. Read the article…………….
Avoiding HOA Meeting Déjà Vu
One of the hardest things a property manager must do is manage, process and respond to abounding information. I was reminded of this when I read a recent forum on the subject of ‘motion spreadsheets.’ By my understanding, the question was — what is the best way to keep a searchable history of the Boards […]
10 Ways to Shorten Your Board Meetings
Considering a board meeting that is too brief will not cover essential details and a meeting that is too long will exhaust all members involved, it is crucial to find the right balance. 60 to 90 minutes is generally an ideal and reasonable goal for the majority of board meetings. Consider trying out some of […]
What is a Quorum and Why is it Important to an HOA Board?
A quorum is the minimum number of HOA board and members who must be at a meeting before business can be transacted. Homeowners can usually find quorum requirements within their Bylaws. You might be surprised but reaching a quorum to run a meeting is actually a common problem in many homeowners associations. Read […]
HOA Homefront: Keep the board meetings a reasonable length
As someone who regularly attends homeowners association board meetings, I can attest that most of them run far too long. Later in longer meetings, concentration and the quality of the deliberations deteriorate. Could any of the following solutions help your board meetings? Read the article…………
All About Executive Sessions for HOA Boards
Unlike traditional board meetings, executive sessions are held by the HOA board to discuss privileged or confidential material generally tied to disciplinary action or personnel matters. Having a good understanding of when and how to conduct executive sessions can save your HOA considerable time and work in the long run. If you’re not sure what […]
Five Tips to Run a Successful Board Meeting in One Hour or Less
Board meetings should be meaningful and well-organized affairs. Serving on an association board is voluntary, so the board members involved have a life to live outside of the board. One of the most important things a board can do is hold an effective board meeting to make the best use of time! When conducting your […]
Use These Three Words to Ensure Productive Board Meetings
You initially joined the Board because you care for your community and have a vision for where you see things headed in the coming years— you want to make a real difference. But somewhere along the way, things became difficult. Your monthly board meetings have turned into bored meetings, mainly because you can’t seem to […]
Glass House Management: Transparency In Your HOA
Homeowner association boards are elected to handle HOA business. Some do it better than others because of training and natural ability. While good business practices are fundamental to getting the job done right, “people” practices are equally important. And even though HOA elections are not typically barraged with candidates, the membership does care what the […]
4 Tips fora Successful HOA Board Meeting
HOA Board meetings are the backbone of a homeowners association. They are the mechanism by which the Board discusses important topics, collects input from homeowners and makes decisions that will ultimately affect everyone who lives in the community. At their best, they are important tools to help the Association operate effectively, ensuring that everyone is […]
Condo Owners Can Speak Freely
Question: We live in a large condominium project, and a number of us are quite concerned about our Board of Directors. We are not permitted to attend their Board meetings, we have tried to get copies of the financial statements without success, and we suspect that at least one of the Board members is getting […]
Associations Not Required to Disclose Privileged Information
The Maryland Court of Special Appeals held that the Maryland Condominium Act did not require disclosure of information related to legal advice or attorney work product (privileged information) to owners. Although this case was decided in Maryland, and it is not binding in Washington, it could indicate how Washington courts would decide a similar issue […]
Can a Board Member be Excluded From an Executive Session? (WA)
The Washington Court of Appeals upheld a ruling that a homeowners association director who is opposing the board on an issue and is likely to file a lawsuit against the association is not entitled to legal advice from the association’s attorney, nor is the adverse board member entitled to attend board meetings where the issue […]