Every HOA holds an annual meeting which is to be attended by all the board members to discuss various issues related to the community. All the critical planning for the coming year, such as budget planning, upcoming projects, goals for the community, and elections, are discussed in the meeting.
Because important discussions happen in these meetings, it is critical to attend them. However, if the board does not plan these meetings carefully beforehand, many things can go wrong. If your HOA board needs help arranging a successful annual conference, Scottsdale HOA management companies can do the work for you with sufficient planning and forethought.
Set a date for the meeting
To make sure all the board members attend this meeting, you must select a permanent date for it. The date may not be specified; however, it can be written as “the third Monday of December.” This date should be covered in the set of rules and regulations or the CC&Rs so that no member can give the excuse of not being aware of it.
Set your agenda for the meeting
To make sure you get total attendance in these meetings, you must give them a reason to come. When you send the notice for the meeting, make sure you cover all the points that will be discussed there. These may include upcoming projects, Q&A, ballot items, financial reports, etc. This significantly helps increase attendance as people who may not be eager to come may look at the agendas and find something relevant to their needs. This gives them a reason to attend the meeting.
Install a suggestion box
You may think nobody uses the suggestion box anymore, but there might be cases when it is useful. Many people shy away from stating their opinions in the meetings or do not get a chance to ask a question. They may feel that they are wasting everyone’s time and may remain quiet. In such cases, they can quickly write a suggestion, opinion, or question and put it in the suggestion box.
Notify the members early
One crucial step is to send out a notification regarding the meeting at least one or two months ahead. This gives members plenty of time to schedule their plans according to the meeting’s date. Informing them at the last minute can cause them to cancel as they might have an important event or appointment on that date.
Hire a manager
Being a board member cannot be your full-time job, and you may need time for your actual work and personal life. In such cases, working with a management company can benefit you greatly as they can analyze your meeting agenda and filter out unnecessary discussion topics. They can also take the burden off you by handling the emails and reminders regarding the meeting.
