Typical Board Meeting Agenda
Board Meeting Agendas can be customized to fit the needs of each meeting, but they generally follow this outline:
- Executive Session - this is a time for the Board to discuss individual homeowner issues that should not be discussed in open session. Topics include specific homeowner violations, collections accounts, legal proceedings, etc. This time should NOT be used to discuss open meeting topics such as community maintenance projects, community vendor issues, other non-private items.
- Welcome - after the executive session, the meeting is open to anyone who wants to attend. This is a state law called the Open Meeting Law. Homeowners or tennants may come and listen to the board disucss the community. It is important to note that the meeting attendees DO NOT have a vote in the meeting proceedings. They are simply allowed to watch, listen, and perhaps comment.
- Homeowner Forum - this is a time for anyone in the audience to have the floor and speak their mind. It is very helpful to have this early in the agenda to prevent audience interruptions later. Attendees can stand up and state their grievances, give their advice, ask questions, or say anything on their mind. As a board member, the best thing you can do during this agenda item is listen, take notes, and always thank the speaker for sharing their thoughts. Please keep in mind that you DO NOT have to take action items from the speakers, but do indicate you will take their comments under advisement.
- Approval of Previous Meeting Minutes - this starts the open meeting, which homeowners are invited to listen. If desired, the previous board meeting minutes can be read aloud. During this agenda topic, the meeting minutes can be amended and/or accepted by the board of directors. The acceptance can be by formal vote, or general agreement, depending on the level of formality the board desires.
- Financial Report - this is a critical component of the meeting that both the board of directors AND the homeowners are interested in. Either the Treasurer or the Community Manager can deliver the financial report. Usually, the speaker gives an overview of the community's current financial position. Talking points include actual spending vs. budget for the last period and how much money is in the bank accounts. It can be helpful to take questions from the audience about the financial report, as many people are interested in the financial stability of their community.
- Architectural Requests - this is a time to review pending architectural requests and make decisions on approval or rejection. The homeowner does not need to be present, as their paperwork should have sufficient information to make a decision. This section may be completed over email to speed up the approval process.
- Old Business - this is a time to discuss topics that have been discussed at prior meetings. Sometimes there isn't enough information to make a decision immediately, so boards request additional info and table a topic until the next meeting. If a decision is made on topics in this section, then they will not be on the agenda for next time. It can be helpful to request comments and questions from the audience prior to completing a vote. But, the audience DOES NOT VOTE. Only the board of directors vote on making decisions.
- New Business - this is a time to discuss new topics that have not been discussed at prior meetings. Sometimes there isn't enough information to make a decision today, so boards can table items until enough information is on hand to make a decision. At the next meeting, this issue will be under old business. If a decision is made on topics in this section, then they will not be on the agenda for next time. It can be helpful to request comments and questions from the audience prior to completing a vote. But, the audience DOES NOT VOTE. Only the board of directors vote on making decisions.
- Closing - this is a time to thank everyone for attending the meeting and sharing their thoughts. Announce the next open board meeting date, time, and location so that attendees can add it to their schedule. It is very important that the board of directors STOP discussing business when the meeting is closed.