When it comes to HOA meetings, the type of meeting you call makes a difference. Your governing documents typically specify notice timeframe, quorums and open meeting requirements. However, many states have legislature that define types of HOA meetings too. Classifying the type of meeting keeps your HOA Board on the right track to adhere to your association rules and state laws.
Executive sessions are closed meetings where the HOA Board must meet behind closed doors to discuss confidential topics. The Board should use closed sessions cautiously for topics such as personnel matters, legal counsel or pending litigation. This type of meeting should never be used as a way to meet in private without homeowners.
Open Board meetings provide homeowners an opportunity to attend the meeting, share concerns or other issues. These regular meetings are the norm for most associations and promote transparent communications between homeowners and the Board of directors. Open meetings are ideal for discussing and taking action on association issues that don’t require privacy.
Annual meetings are important for owners to attend so they understand upcoming projects and the budget. Directors are also elected at the annual meeting. Ideally, every attendee should leave feeling good about the neighborhood, so include some accomplishments of individuals and committees.
Committee meetings where action will be taken on behalf of the board should be open meetings and are subject to Board meeting requirements. This includes notices, attendance, minutes, etc. It would be rare for a committee meeting to involve attorney/client privilege that would mandate a closed meeting. Consult your governing documents to find out how meetings by a committee are handled in your association.
A special meeting is one that is not regularly scheduled or required by your governing documents and is summoned for a special purpose. If an urgent issue arises, the Board or group of owners may call a special meeting to address the issue. These meetings are typically subject to the “open meeting” rules and require advance notice to owners.
The neighborhood belongs to every owner, so it’s important for each owner to be aware of and have a voice in the activities. That’s one reason that your governing documents contain specifics about meeting types and communication. Encourage homeowners to show up and learn more about what’s happening in their community.
Wise Property Solutions is a property management company serving East Tennessee with offices in Knoxville, TN and the Tri-Cities, TN-VA. Specializing in Condominium Association Management, Home Owners Association Management, HOA Management and Gated Community Association Management.
Tri-Cities, TN-VA: 423-926-7373
Knoxville, TN: 865-643-8989