Helpful Tips When Preparing To Attend Board Meetings

Every association has board meetings, and every resident of that association is allowed and welcome to attend these meetings, if there has been public notice (usually with a postcard or noted on the HOA’s website). All residents are not only encouraged to read the prior meeting’s approved minutes once available, they also should observe and actively participate. All meetings of the association board are open and residents who wish to address the board are welcome to do so during the homeowner forum conducted at the beginning of each business meeting. Here are few tips for participating in your association’s meetings:

1. Put it in writing

You will get the best response if you put your questions or opinions in writing prior to the meeting. This isn’t mandatory, but it helps you and the board. Some issues may require a little research by the manager. Also, the board can serve you better if members havetime to consider your concern.

2. Call ahead

As a courtesy, the association asks that you phone and let the manager know that you wish to address the board. This also allows them to notify you if a meeting is cancelled for any reason.

3. Plan your remarks to last no longer than five minutes

Board members enjoy visiting with residents; however, the meeting agenda is always very full, and the five-minute limit ensures that all business gets conducted. This doesn’t mean big issues can’t be presented. If your concern requires more time, please summarize it in five minutes, and the board will add it to the agenda for the next meeting.

4. Don’t expect an immediate response

Board members don’t act independently. All issues require discussion and sometimes a vote. Sometimes an immediate answer is possible, but it’s just as likely that you won’t get a response until after the meeting.

5. If you need information, call the manager

The purpose of the Homeowner Forum is for residents to share opinions and concerns with the board. Residents seeking general information (like a status report on a project or the board’s position on an issue) can get a more immediate answer from the manager.