A homeowners association is a group that manages the neighborhood. It oversees the covenants and enforces rules within the neighborhood. It also manages the finances of the community, as well as services such as maintenance and landscaping. Many associations will hold board meetings on a regular basis and community-wide meetings at least once a year.
Call the meeting to order. The president of the association should be the one to do this. This is a sign for the room to become quiet and official business to begin.
Establish a quorum. A majority of board members need to be present at the meeting in order for any votes to take place. A quorum is established in the beginning and recorded by the secretary.
Approve the minutes of the previous meeting. The board members have usually been provided copies of the minutes from the last meeting prior to the beginning of this meeting. The minutes are approved by a board member making a motion, having that motion seconded by another member and all other board members voting.
Review the financial report. The treasurer of the association will cover important points regarding the finances of the association, including the amount of dues collected as well as expenditures since the last meeting.
Hear the manager’s report. This is information from the community manager about any happenings in the community since the last meeting, as well as any items of interest that should be brought to the board’s attention for their action or vote.
Evaluate any committee reports. Particularly in larger community associations, there will be committees for different tasks within the community, such as publishing a newsletter, organizing activities, or managing maintenance tasks. These reports are briefly overviewed during the meeting.
Reconsider any old business that is still unfinished or waiting for a final decision from the board.
Ask for reports of any new business that needs to be brought to the attention of the board. These tasks can be voted on at the meeting or tabled and added to the agenda for the next scheduled meeting.
Open up the floor for comments from association members. During this time, any member with a concern, complaint or suggestion can come forward to be heard by the board members.
Adjourn the meeting by announcing the time and location of the next meeting and officially ending the current meeting.
Prior to the meeting, deliver to board members reports that will need approval. This will save time during the meeting.
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