How to prepare for and participate in your HOA’s annual meeting
If you do a quick search for HOA annual meeting, you’ll find tons of resources that guide boards and managers. Meeting logistics can take up a lot of time and resources, which is why it’s important for them to get things right the first time.
But there is far less information for members. That’s why we’ve published this article just for you.
Maybe you’re new to association life and have never participated in a meeting before. Or perhaps you’re interested in learning more about how the HOA is performing. Regardless of your experience, this article should help you feel more prepared for your next annual meeting.
Table of contents
- Save the date
- Read the contents of the meeting notice
- President’s report
- Come prepared to vote
- Understand your options
- Voicing questions and concerns
Save the date
Before you do anything else, you’ll need to know when the annual meeting occurs.
Most communities choose to hold their meetings in the spring or fall to avoid competing with summer vacations and holidays.
While the exact date varies, HOAs schedule them around the start of their fiscal year. This way, the annual budget gets approved before spending begins.
Many bylaws specify a particular date, so if you haven’t yet received a notice, you can consult the bylaws.
That being said, you will receive an official notice before the meeting takes place. Some HOAs also send follow-up reminders because they know how busy their members are.
Read the contents of the meeting notice
HOAs must send out a notice of an annual meeting to all owners. This should be done at least 30 days before the meeting is scheduled to take place. Some communities will have specific rules about when and how notices can be distributed. Notices may be shared electronically, or via mail, depending on how the HOA shares communications, and member preferences.
In addition to informing members about the meeting date, time, and location, notices often have additional items like the meeting agenda, budgets, information about board member candidates, and updates on community projects. You may also receive minutes of the previous year’s general meeting, and a proxy form.
Pay close attention to the agenda. This serves as a roadmap to let you know what items will be discussed. You can plan questions ahead of time after looking it over.
With virtual and hybrid meeting options, your HOA may also inform you that there is more than one way to participate. But that will depend on where you live and if your HOA has adopted virtual/hybrid meeting bylaws.
President’s report
The President of the HOA may give a report that summarizes the successes and issues experienced during the past year. They will also share what’s being planned for the following year.
This is where you’ll get a high-level view of how the HOA is performing, and what it aims to accomplish in the next 12 months.
Come prepared to vote
One of the most important functions of the annual meeting is the election of the board of directors. For big decisions like this, the HOA must have a quorum.
A quorum is the minimum number of votes that need to be collected for the vote to count. This is usually calculated based on a percentage of the total eligible voters.
State laws often dictate what the minimum number is for the association. It’s relatively low, but HOAs still struggle to reach it sometimes.
One way to avoid missing quorum is to allow proxies, if possible. A proxy is a document that gives an association member the authority to vote on behalf of another.
E-voting is another option HOAs have used to successfully reach quorum. Members can participate without having to be physically present at the meeting.
In addition to electing board members, attendees will be asked to vote on proposals that require membership approval. That could include:
- Amendments to governing documents
- Budget approvals
- Special assessments
Understand your options
As mentioned earlier, you may be provided with participation options. Find out if you can attend virtually if getting to the physical meeting location seems like a journey.
There are several comprehensive HOA software solutions that build hybrid meetings into their platforms, as well as companies that specialize in hosting e-meetings.
You may also have more than one option for voting, such as voting by proxy (you would only do this if you weren’t attending the meeting though) or casting an e-vote.
The meeting notice should provide clear details about how to participate virtually if that is an option. However, if you still have more questions, don’t hesitate to reach out to your HOA manager or board.
Voicing questions and concerns
You might have an image in your head of angry members yelling at each other, and at the board. While this does happen, it shouldn’t be a common occurrence.
Many states require HOAs to set aside time for members to speak during open meetings. This is usually classified as the open forum component of the meeting.
The problem is, some people think this is an appropriate time for them to air grievances or engage in debates.
Instead, members are encouraged to stick to relevant items that were listed on the agenda. After all, the purpose of the open forum is to allow owners to express thanks, voice concerns, or make helpful recommendations.
Board members have the option to answer straightforward questions, but won’t engage in back-and-forth debates. They should address more complex concerns or questions a few days after the meeting, but sometimes, that isn’t possible if the association is very large.
HOAs may rightfully limit the amount of time each member has to speak. That would be done so that everyone who wants to talk gets the opportunity to do so.
Your association may also adopt reasonable rules governing the frequency with which an individual member may speak.
To avoid getting into tense situations with other owners during the meeting, remember to:
- Be respectful during open forums
- Stay away from gossip
- Remain calm if someone is becoming confrontational
- Ask someone leading the meeting to take over so that the meeting can move on
Conclusion
Annual meetings aren’t always the most exciting events, but they are important. Owners should attend them not only so the association can reach quorum, but also so they can stay informed and share valuable insights.
Annual meetings are your opportunity to learn about how the HOA is performing. Plus, you can connect with other members, too.
Your HOA’s governing documents will have rules and details on how meetings work. They should address matters that pertain to both boards and members. These rules should encourage fairness, participation, and organization.
Familiarizing yourself with these rules ahead of time can improve the meeting experience for you.
You’ll know what to expect, and when to contribute if you want to. Good luck at your next annual meeting!
