How to Create an HOA Meeting Agenda that Follows Protocol
Putting together a homeowner association meeting agenda can seem like a challenging task, but it doesn’t have to be. The hard part is figuring out what you’re going to say during the meeting, so if you have that down then creating the agenda will be easy. Since HOA meetings are generally open to the public, creating a set agenda is a useful tool for directing the open meeting and discussing all appropriate matters with the public before moving onto the executive session.
Order of HOA agenda items
When creating your HOA agenda, consider the order in which topics need to be discussed. It’s best to start off with old matters that are still applicable to the present meeting before moving onto new business. Sometimes old topics play a role with current items, and it’s easier to lead with old news in case you looking to approve a matter that relates to old business. Here’s an HOA meeting agenda template with examples included.
You also want to be mindful of matters that are only to be discussed in the executive session. These can be sensitive topics and could pertain to owner delinquencies, financial business, or sensitive topics so you’ll want to save those issues for later.
Be sure to follow HOA board meeting protocol
Following HOA board meeting protocol is the most important thing to do when going through your agenda items. Protocol helps boards maintain order by using the approved method when handling motions. Outlined below are the six steps for HOA board meeting protocol when handling motions.
- Member states a motion to approve
- Another member seconds to carry the motion
- Optional: presiding officer restates the motion
- Members debate the motion (or this can happen prior to step one)
- Presiding officer asks for the votes (“All in favor?”)
- A passing motion has everyone saying “Aye”
- Presiding officer announces the result of the voting
In some cases, the board may call an executive session to discuss information that is either private or privileged. When listing the executive session on the HOA agenda, it is not necessary to include details due to the private nature of the conversation. Simply list the session as an item so the public knows when the open meeting has concluded and inform people the remainder of the meeting will be closed off to everyone except board members.
Every homeowner association has rules and regulations outlining why exactly an executive session can be called. It’s important for all members to know what constitutes as an appropriate matter. It is also important you keep executive session minutes. Below are some common reasons why a board may call an executive session:
- Legal issues
- Financial topics
- Extreme actions like foreclosure
- Disciplinary actions against a member
- Personal matters pertaining to an employee