Mind Your Manners: HOA Meeting Etiquette Tips
In a homeowners’ association (HOA), residents and board members meet regularly to share updates, plan projects, and discuss community issues. Because big things happen during these HOA meetings, minding your manners can mean the difference between a peaceful gathering and a chaotic get-together. As a homeowner, it’s important to do your part in creating harmony. Read on to learn more about HOA meetings and discover HOA meeting tips.
What is an HOA Meeting?
During an HOA meeting, board members, residents, and other community guests, like community managers and professional service providers, gather to conduct business, discuss important issues, and share updates. HOA meetings typically occur monthly or quarterly and are often required by law. While it varies by community, the following topics may be covered at an HOA board meeting:
- Community operations
- Policy setting
- Maintenance reports
- Dispute resolution
- Budgets
- Emergency planning
- Future plans
Participation is vital to success, and all residents are encouraged to attend HOA meetings. More information about HOA meetings can be found in your community’s governing documents.
7 HOA Meeting Tips
For homeowners, practicing good HOA meeting manners is a simple way to keep your community connected and get more done. Check out these seven etiquette tips to make your next HOA meeting even more productive.
1. Review the agenda beforehand.
Residents typically have access to the HOA meeting agenda before the scheduled meeting. If it’s available, you should take a few minutes to look it over. Get familiar with the topics, jot down ideas, and be ready to share your thoughts. Doing your homework and coming prepared helps board members move through orders of business quickly, prevents tangents, and sets the stage for meaningful conversations.
2. Show up on time.
Being fashionably late to HOA meetings isn’t recommended. A lack of punctuality can be awkward, disruptive, and distracting to speakers and fellow attendees. You might also miss announcements, ask questions that have already been answered, or pull attention away from the topic at hand.
3. Give the discussion your full attention.
Scrolling through your phone to catch up on the latest social media trends might be tempting, but practicing active listening is the best way to get the most from the session. This means silencing your devices, taking notes, and participating when appropriate.
4. Wait your turn to speak up.
An HOA meeting agenda usually includes a designated open forum for residents to provide feedback or suggestions. If you have something to say, wait for the right time to speak up or ask questions. Chiming in at the wrong time can prolong the session and derail dialogue.
5. Respect the opinions of other residents.
While everyone wants the community to succeed, residents might not always agree on how to meet collective goals. Opposing opinions or disagreements are totally normal during HOA meetings. Rather than being dismissive or confrontational, show respect, open-mindedness, and patience. By embracing diverse viewpoints and allowing others to explain their side, you can avoid tense situations or heated debates.
6. Follow your HOA meeting guidelines.
Every managed community has a set of rules that outline how an HOA meeting should be conducted. Most communities follow Robert’s Rules of Order (standard parliamentary procedure), but you can likely find official policies in your governing documents. Meetings stay fair, organized, and focused when everyone plays by the rules and understands the flow.
7. Ask about virtual meeting protocols.
Some communities host virtual meetings to make attendance easier. There should be a clear framework for when and how to respond, who to contact for help, and how to get the speaker’s attention through the platform. Ask board members about virtual HOA meeting expectations. It’s crucial to let your voice be heard, regardless of how you participate.
More HOA Q&A: Answers to Common HOA Questions
At HOA meetings, homeowners can influence decisions that affect you and your neighbors. However, gatherings can become unproductive if residents don’t follow proper etiquette. Want to learn more about the HOA lifestyle? Check out our article, “Start Smarter: Ten Frequently Asked Questions About HOAs,” now!
HOA Meeting FAQs
What are the types of HOA meetings?
There are five types of HOA meetings, including:
- Board meetings
- Annual meetings
- Executive session
- Committee meeting
- Emergency or special meeting
Who attends, what’s discussed, and when they happen vary by community. Check your governing documents for more information.
What is an HOA meeting agenda?
An HOA meeting agenda is a schedule of topics to be discussed at a meeting. The HOA meeting agenda should be well-organized and distributed to residents prior to the meeting.
What are HOA meeting minutes?
HOA meeting minutes are a legal record of the actions taken during a meeting. The HOA board secretary or another appointed recorder is responsible for taking minutes. HOA meeting minutes are public records and must be distributed and made available to community members.