Effective board meetings are a cornerstone of success for well-run community associations. They foster communication, collaboration, and informed decision-making. Use this checklist as a roadmap to ensure your board meetings are productive and efficient, keeping your community thriving.
Owners' annual meetings follow separate notice, quorum and proxy rules, covered in our HOA annual meeting guide.
1. Preparation Before the Meeting
Notice of Meeting: Ensure timely notice with the date, time, place, and nature of the business. Notice must be given by the appropriate authority.
Agenda: Prepare and distribute an agenda, listing matters in a logical sequence to all attendees before the meeting.
Quorum: Confirm the number required to constitute a quorum per the bylaws.
2. Opening the Meeting
Convene: Ensure the meeting is properly convened with timely notice and correct authority.
Quorum Check: Verify that a quorum is present at the start and throughout the meeting.
Call to Order: The presiding officer opens the meeting.
3. Conducting the Meeting
Approval of Minutes: Distribute minutes in advance and use unanimous consent for approval.
Financial Report: Treasurer highlights key points of the financial statements.
Committee Reports: Address reports that require no action quickly by asking for questions and then moving on.
Main Agenda Items: Debate substantive or contentious items, ensuring all viewpoints are heard.
4. Managing Motions
Introduction: Member introduces motion; another seconds it.
Stating Motion: Chair states the motion clearly.
Debate: Allow discussion, ensuring all voices are heard.
Voting: Conduct vote and announce results.
5. Presiding Officer Duties
Governance Compliance: Ensure meeting adheres to the Association's governing documents and relevant laws.
Recognition: Acknowledge and give the floor to members entitled to speak.
Motion Handling: Ensure all motions are properly noticed and within scope.
Order and Decorum: Maintain order, rule on points of order, and respond to parliamentary inquiries.
Expedite Business: Manage time efficiently, handle routine items swiftly, and ensure substantive items are fully discussed.
6. Closing the Meeting
Adjournment: Declare the meeting adjourned after all business is completed or if a quorum is lost.
