HOA Resources & Tips for Conducting Annual Meetings - PowerPoint PPT Presentation

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HOA Resources & Tips for Conducting Annual Meetings

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Practical HOA resources covering a wide range of topics should be available to every board. One especially useful subject involves annual meetings. Guidelines and tips for how to conduct annual meetings would prove helpful to any HOA board. Learn more about HOA Resources by visiting . – PowerPoint PPT presentation

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Title: HOA Resources & Tips for Conducting Annual Meetings


1
HOA Resources Tips for Conducting Annual
Meetings
2
HOA Resources
  • Practical homeowner resources covering a wide
    range of topics should be available to every HOA
    board.
  • One especially useful subject involves annual
    meetings.
  • Guidelines and tips for how to conduct annual
    meetings is helpful to any HOA board.
  •  
  • Running an annual HOA meeting requires a sizeable
    amount of preparation.
  • Because they can be so labor-intensive,
    organizing an annual meeting increases the risk
    of some tasks falling through the cracks.
  • By developing strong HOA resources and annual
    meeting guidelines, board members can avoid any
    glitches.

3
HOA Resources
  • Plan, Plan, Plan
  • Planning is the foundation of the annual meeting.
  • Without careful planning, board members wont
    know schedules, tasks and follow-up items.
  • The boards HOA resources should include prepared
    processes, templates and more to help simplify
    planning.
  •  
  • Schedule
  • The board needs to establish the annual meeting
    timeline.
  • This timeline needs to work backwards from the
    actual meeting date to include all the activity
    involved prior to the meeting.
  • An example might involve establishing a
    nominating committee and providing notices by a
    certain date to the HOA membership.

4
HOA Resources
  • Review the Governing Documents
  • The HOA Bylaws, for example, should clarify
    requirements for the annual meeting.
  • The board will need to make sure they follow
    established rules for what needs to take place
    prior to the meeting.
  • Either the HOA resources guidelines or the Bylaws
    should indicate the deadlines for these tasks.
  •  
  • Check with State Laws
  • The HOA resources should also indicate any state
    laws governing the annual meeting.
  • These laws may dictate requirements for formats,
    schedules, notices, agendas, time frames or other
    aspects of the annual meeting.

5
HOA Resources
  • Get Expert Opinions
  • If the HOA works with a management company, its
    important to get input from this professional
    organization on the annual meeting.
  • HOA management companies have exceptional
    expertise when it comes to a wide range of HOA
    resources and can help ensure annual meetings are
    conducted without issue.
  • In addition, the HOAs attorney should be
    consulted as needed.
  •  
  • Dont Discuss Issues Before the Meeting
  • If issues are on the agenda for the annual
    meeting, board members must be careful not to
    discuss and/or resolve the issues among
    themselves before the meeting.
  • Doing so may be a violation of some state laws.

6
HOA Resources
  • Develop an Accurate Check-in Process
  • Thorough HOA resources should include a process
    for checking in members at the annual meeting.
  • Because voting takes place, getting an accurate
    attendance list is critical for accuracy.
  •  
  • Decide on an Agenda
  • Developing an agenda is one of the most
    challenging tasks for an annual meeting.
  • Too many agenda items will cause the meeting to
    go longer than it should.
  • On the other hand, if some important issues
    arent covered, some members could feel the board
    did not do its job.

7
HOA Resources
Decide on an Agenda (cont.)
  • Agenda items must also pass muster on
    confidentiality and privacy criteria. However,
    its critical the board always include positive
    items on the agenda.
  • Although issues should be discussed, the annual
    meetings should not turn into solely a gripe
    session.
  • Incorporate feel good stuff about the
    neighborhood and the accomplishments of its
    members.
  • Determine if a Social Event is Appropriate
  • Some HOAs hold social get-togethers in
    conjunction with the annual meetings.
  • These events, such as a dinner or dessert social,
    could be held before or after the meeting as a
    way to enhance community relations.

8
HOA Resources
  • Establishing and following HOA resources helps
    board members manage the associations projects
    more efficiently, including the annual meeting.
  • The guidelines above turn an annual meeting into
    a productive and meaningful community event.

9
About the Author
Susan Williams is the Vice President, Business
Development and Marketing for Associated Asset
Management, a community management firm that does
business in Arizona, New Mexico and
Florida. Learn more about HOA Resources by
visiting http//www.AssociatedAsset.com.
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