How open your HOA board meetings are and how you treat “outsiders” is governed by your state law and governing documents.  In North Carolina, anyone can attend association meetings.  There are no state statutes that govern who can attend association meetings.  However, most associations limit attendance of meetings to members only, through their rules and regulations.  Some associations do allow tenants to attend meetings because they want to embrace them, make them feel a part of the community, and to ensure that they are aware of the rules and regulations.  Additionally, vendors are sometimes asked to attend association meetings.  They are able to give helpful advice and information about what their company can/does offer to the association and its members.

Board Members will at times go into executive sessions.  Executive sessions are not held in an open forum with members of the association.  Generally, executive sessions are used to discuss pending litigation, personnel matters, enforcement actions, and contract negotiations.  Executive sessions should be made a part of the meeting minutes.  A description of what was discussed should be included but not in “detail”.

If your association does not have state statutes and specific governing rules regarding open meetings, it’s best practice to conduct board meetings openly.  Associations should always maintain the highest level of “transparency”. Members will be more trusting of the board of directors and it will decrease the notion of suspicious activity.