If you own property in an HOA, you know there are several types of association meetings that take place throughout the year. These are board meetings, annual meetings, special meetings, executive meetings, and committee meetings. And, of course, other types of meetings may pop up from time to time. While each type of meeting has a specific purpose, the business conducted and who attends these meetings can vary. This blog post will discuss the different kinds of HOA meetings and what goes on at each.
Board meetings are held at regular intervals (usually monthly or quarterly) and are attended by the board members, the community manager, and sometimes community members. In these meetings, the board goes over things like the association's operations, financial state, policies, maintenance issues, and other
Annual meetings are an important part of the community association's operations, especially since they only
Executive sessions are private meetings held among board members only. Legal matters, employee-related discussions, or disciplinary actions should always be addressed in executive sessions. Minutes from executive sessions are taken, but they're generally not provided to association members. Therefore, executive sessions should be used sparingly and only when necessary. If board members find that they're holding executive sessions too frequently, it might indicate that something is wrong with how the board operates. In that
Special meetings for an HOA are typically called on short notice to address a pressing issue. For example, if there is an approaching hurricane, these meetings may be held to discuss how the property will be prepared. Alternatively, if another disaster has occurred, such as a fire or flood, these meetings may be held to discuss how repairs will be handled. Since there may not be time for advance notice, these meetings can take place over the phone, in person, or online, depending on the urgency of the situation and as required per the bylaws. Ultimately, these meetings provide a forum for addressing immediate concerns and ensuring everyone is on the same page and ready to handle the impending crisis.
Committee meetings are held periodically to discuss and handle committee-related business as authorized by the committee charter. These meetings may be conducted like open board meetings, with the
While meetings can be a drain, an association can strategically use them as a tool to greatly benefit the association. When a contentious issue is on the horizon, creating a forum for members to ask questions and get answers can allow the board to fully explain an issue, listen to concerns, and gather feedback. Some neighborhoods find great value in holding regular townhall style sessions in addition to the annual membership meeting. Most importantly, meetings must be business-like, ensuring equitable treatment for attendees and members, respectful congregation and discussion, and the ability to accomplish the objective.
Community association meetings are necessary to maintain a harmonious, democratic HOA. By understanding the different types of meetings and what they're for, you can ensure that your community's meetings run smoothly and efficiently. And, of course, if you're having trouble getting your meetings to go as well as they should, reach out to your community manager for Trusted Guidance.
About CAMS
In business for over 31 years, CAMS is North and South Carolina's premier community management company. With experienced local managers in each of its nine regions, CAMS is dedicated to providing innovative solutions to the community associations it serves. Additionally, CAMS was featured on Inc. Magazine's 2022 Inc. 5000 list of the fastest-growing private companies in America. To learn more, visit www.camsmgt.com/choose-cams.