Meetings and Committees

Types of HOA Board Meetings
 

There are four common types of Home Owner Association (HOA) meetings:

  1. Board of Director Meeting - More commonly known as the "board meeting" – this is the most common and frequent type of HOA meeting. This is a meeting of the board of directors and is open to all members.  Members are required to be notified 48 hours in advance of these meetings.  The notice should include an agenda of topics to be discussed; as a rule, no other business is addressed during these meetings.  At these meetings, the board of directors discuss the routine management of the community. Topics might include reviewing the property manager's work, resolving disputes between members, tracking the progress of maintenance projects, etc.  A board member, typically the Secretary will keep minutes of these meetings, and those minutes will be available to HOA members, when approved at the next meeting.
     

  2. Annual Meeting - As its name suggests this meeting is held annually and open to all members.  The annual meeting serves to address the “big-picture issues” of the HOA – the board presents the annual budget for approval, new board members are elected, and upcoming capital projects are announced.  If the board has committees, they can present their reports at the annual meeting.  A notice must be provided to all members according to the governing documents at least 14 days prior to the meeting.  Meeting minutes shall be taken and approved at the next annual meeting then made available to members. 
     

  3. Executive Session - The HOA board may periodically hold “executive session” meetings, to which the members of the HOA are not invited – only the board of directors is permitted to attend these meetings.  The board is required to give 48-hour notice for an executive session, if it’s not held in conjunction with a board meeting.  Executive session meetings are held when the board needs to discuss confidential, private, or privileged information.  For example, a conversation with the HOA lawyer about ongoing litigation may be held during an executive session. Other topics of an executive session include personnel issues or delinquent assessments. The board may vote on actions during an executive meeting, and those votes are binding.  Often, these meetings are held after the open board meeting rather than on a separate date. But, an executive session can be called, according to the governing documents, to address an appropriate topic.  Detailed minutes of these sessions are not made available to the members, but a note that such discussions took place is usually in minutes of the open board meetings. For example, the minutes for a public board meeting may include a comment such as: “An executive session was held after the meeting. The board discussed legal advice received concerning an employment issue.”  
     

  4. Emergency or Special Meeting - An emergency meeting is necessary when circumstances that could not have been reasonably anticipated and which require immediate attention or possible action by the board, and which of necessity make it impracticable to provide notice as required.  This is typically done when the Governor or even the President has declared a state of emergency, such as during a hurricane.  An emergency meeting of the HOA board may be called by the president or by not less than two members of the board other than the president.  There is no need to post notice of this type of meeting since by its nature it needs to be immediate.  If immediate board action is required and a director does not waive the two-day notice period to call an emergency meeting, that director would not be living up to their fiduciary responsibility to the Association.  An emergency meeting can be held in person, by phone, or even email if all directors agree in writing. 

 

Popular Types of HOA Committees 
 
  • HOA Architectural Control Committee (ACC) - Property owners are sometimes surprised by the restrictions regarding what they can do with their home, townhouse or condo that is controlled by an HOA. ACC guidelines regularly cause frustrations. These rules determine everything from standards for home maintenance to the construction of children’s play sets.  

  • HOA Financial Committee The purpose of the financial committee is fairly straightforward. It handles all budgetary concerns, including managing investments and tracking expenses. 

  • HOA Landscape Committee The landscape committee helps homeowners keep their property beautiful, but also helps them avoid trouble. For instance, certain types of trees aren’t allowed because they’re more likely to attract pests. 

  • HOA Community Awareness Committee Sometimes called the Neighborhood Watch or Citizen Patrol, the community awareness committee organizes safety guidelines and works with local law enforcement to ensure residents stay safe. This committee organizes projects with other HOA committees to work together toward one goal. For instance, the members of the community awareness committee might advise the financial committee on lighting upgrades or work with the social committee to organize self-defense classes. 

  • HOA Social Committee Social committees organize events for community members to get to know each other. The very best homeowners association committees improve property value. The social committee can do so in a unique way by making a neighborhood a fun place to live. 

 

Who Can Serve on an HOA Committee?
 

Certainly an Owner can serve on a committee, but the board of directors may implement certain restrictions such as:

  • Owners.

  • Renters.

  • Individuals with certain types of experience.

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