Steps for an HOA Board Meeting

Steps for an HOA Board Meeting

Homeowners Association (HOA) board meetings are essential for managing the affairs of your community. The steps on running a board meeting are easy to follow, making sure the meeting is productive, stays on track, and is compliant with your HOA's governing documents as well as state laws. In the state of Texas HOA board meetings must now all be open board meetings where the homeowners can be involved per Section 209.0051(h) of the Texas Property Code so keep that in mind when planning your next agenda. 

1. Preparation and Notice:
   • Set the Agend and Location: Once a date is decided upon the HOA board member liaison, with input from other board members, gives the property manager a list of what they wish to discuss and vote on for the upcoming meeting. The Property Manger then prepares an agenda outlining the topics and sends it to the HOA Board with the meetings location.
   • Notice to Members: With Open Board Meetings in the State of Texas you need to give ample notice to the homeowners if they want to attend. The notice should include, at minimum, the date, time and location for said meeting. The amount notice necessary per your HOA is usually outlined in the bylaws. However in the State of Texas, which supersedes the bylaws, the minimum is 7 days.

2. Pre-Meeting Arrangements:

   • Venue Setup: Arrive a few minutes early to make sure the area is a suitable meeting place and ensuring it can accommodate other attendees. 
   • Distribute Materials: Before calling to order make sure the board members have all the the necessary documentation such as the agenda, committee reports, financial reports and previous meeting minutes to name a few.

3. Call to Order:

   • Quorum Check: Make sure that a quorum is present as defined by your HOA's governing documents. A quorum is the minimum number of board members required to conduct official business.
   • Official Start: The board president then officially calls the meeting to order.

4. Approval of Previous Minutes:

   • Review and Approve: The Secretary will then review the minutes from the previous meeting, with time allotted to make any necessary corrections, then the minutes are approved by a vote.

5. Reports:

   • Officer Reports:Then the HOA board president, treasurer, and any other relevant officers present their reports. This often includes financial, maintenance and project updates, and any significant issues that have arisen since the last board meeting.
   • Committee Reports: The committees then present their reports from their various committees such as landscaping, social, architectural review or others depending on your HOA. These reports can include status reports upcoming activities and events.

6. Unfinished Business:

   • Old Business: A time is then set aside to discuss any issues from previous meetings that require resolution.

7. New Business:

   • New Issues: Next you introduce and discuss new matters that need the board's attention. This might include budget approval (if it is an annual meeting), new projects, policy changes, or board resolutions .

8. Homeowner Forum:

   • Open Floor: Now the floor is open to allow homeowners to voice their concerns, ask questions, or make suggestions on various issues in the HOA. Make sure the period is time-limited to ensure the meeting stays on schedule, which should be defined by the agenda. 

9. Executive Session (if necessary):

   • Executive Session: The HOA board will, if necessary, break off from the rest of the homeowners if any confidential matters need to be discuss and voted on in what is called an Executive Session. A few examples of topics to be discussed could be legal issues, delinquent accounts or personnel matters

10. Adjournment:

    • Meeting Close: After all the agenda is handled the HOA president concludes the meeting.

11. Post-Meeting Follow-Up:

    • Minutes Preparation: In the days very soon after the meeting the secretary will prepare the minutes from the meeting and distributes them to board members and the property manager for review.
    • Action Items: The Secretary will then make sure all assigned tasks and action items from the meeting are documented and given to the new the board and property manager. If any new policy or resolution is voted on in the board meeting the minutes need to record the policy word for word. 
    • Next Meeting Planning: Review of the governing documents for the required number of board meetings per year is necessary as you will then begin planning for the next meeting, setting a tentative date.

Effective HOA board meetings require planning, clear communication, and making sure to follow your HOA's governing documents and Texas State laws. Properly conducted meetings help ensure that the needs of community are met and that the board operates with transparency and efficiency. If you need any clarification on any of the above outlined steps give PMI Cross Timbers a call and we would be happy to assist you.