Introduction:

One of the most important elements of an HOA meeting is the agenda. Without one, there is no way the meeting will be very productive, or efficient. 

With a little bit of planning and organization however, the HOA meeting agenda will save you time, inform homeowners, and keep your meeting on track.

There is simply no denying that the agenda is the backbone of a meeting, and therefore should receive careful attention, planning, and execution.

This is what this Process Street HOA Board Meeting Agenda Template is designed to do. By customizing this checklist to fit the needs of your HOA and following the process for each board meeting, you can be sure that no stone will be left unturned. 

Run this checklist to conduct an efficient board meeting, collect important data, and clarify key takeaways that will make sure you leave the meeting feeling informed. 

A little info about Process Street

Process Street is superpowered checklists. By using our software to document your processes, you are instantly creating an actionable workflow in which tasks can be assigned to team members, automated, and monitored in real-time to ensure they are being executed as intended, each and every time.

The point is to minimize human error, increase accountability, and provide employees with all of the tools and information necessary to complete their tasks as effectively as possible.

Enter basic details

Enter basic details regarding the HOA board and date of the meeting.

Getting started:

Take a roll call

Take a quick roll call and note down all of the members that are in attendance. 

Roll calls are a good way to introduce board members to everyone present. In other words, it’s an effective method of breaking the ice before proceeding to more serious topics of the agenda.

Invite owners/guests to express urgent concerns

Before diving into the meeting's action items, open up the floor to homeowners and guests if they need to voice and urgent concerns. 

This portion of the meeting must be strictly reserved for urgent concerns. Anything that does not require immediate attention should be expressed during the open forum at the end of the meeting. 

General session:

Collectively approve of prior minutes

At this point, you should set aside a few minutes to go over the last meeting’s minutes.

A quick but concise review of what transpired the previous meeting helps refresh the memory. It’s also a good way to summarize what happened for those who were absent in the last meeting but are present for the current meeting.

Be sure to highlight any issues that did and did not get resolved, but refrain from discussing them further at this time.

The board secretary is usually in charge of recording minutes, but the task can be assigned to someone else. The person appointed for the job must still gain the secretary’s final stamp of approval.

Review financial statements

During the board meeting, there are a handful of important financial statements that should be reviewed. 

These include:

  • 1
    Annual budget
  • 2
    Bank reconciliation
  • 3
    Reserve fund

In the form field below, provide a summary of the HOA"s financial status, as well as notes on the budget for the upcoming year.

You can attach and/or link to relevant financial documentation.

Review committee reports

Now is the time to go through and review reports from the HOA's various committees (eg. landscaping, events, architectural committee)

During the review, focus on assessing the progress of specific projects and initiatives.

You can attach and/or link to committee reports below.

Discuss ideas/items that require approval

To conclude the general session, discuss any ideas or items that require approval. 

For example, the landscaping committee may want to renew or iterate a certain contract that would improve the efficiency of their work. 

Devote at least 10 minutes to discussing such items and determining whether or not they will be approved. 

Note them down in the form field below for record-keeping purposes.

Open forum:

Open the floor to comments/concerns

Now that the main action items have been discussed, its time to open the floor to all attending members for an open discussion. 

In the form field below, note down any general comments or concerns that were raised during this phase of the meeting. 

Other business:

Discuss any upcoming social events

Discuss any upcoming social events, focusing on if/how the HOA will participate. 

If there are any social events that are being organized internally, discuss and plan budgets to ensure the board agrees on how much time and money is being invested in the event. 

Confirm details of HOA annual meeting

Confirm the date, time, and location of the HOA annual meeting that will take place at a later date. 

Confirm date of the next board meeting

As well as deciding the date of the HOA's annual meeting, the board should also determine when the next board meeting will take place

Adjournment:

Note down key takeaways

Note down the key takeaways from the board meeting. 

These may include:

  • Urgent concerns that require immediate action
  • Necessary iterations to the annual budget
  • Planning for upcoming social events
  • Ideas for improving meeting efficiency

Close the meeting

Close the meeting by thanking everyone in attendance for their participation.

You should also provide the appropriate contact details for anybody who wishes to obtain a copy of the meeting minutes. 

Sources:

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