Homeowners association board meetings are open for the community to attend. Residents are encouraged to go to meetings and read the approved minutes. At the beginning of each HOA board meeting there should be a homeowner forum where residents are welcome to discuss concerns with the board.
Here are few tips for participating:
- Put it in writing. You will get the best response if you put your question or opinions in writing prior to the meeting. This isn’t mandatory, but it helps you and the board to have more time to look over it. Some issues may require a little research by the community manager, if your association has one. By having more time, the board will be able to better address your concern.
- Call ahead. As a courtesy, the HOA would appreciate it if you called and let the association manager or board president know that you wish to address the board. This also allows the board to notify you if a meeting is cancelled or rescheduled for any reason.
- Plan your remarks to last no longer than five minutes. Board members enjoy visiting with residents; however, the meeting agenda is always very full, and a timed limit ensures that all business gets conducted. It also ensures that all residents who wish to address the board have the opportunity. That being said, this doesn’t mean that the board will not hear a more time consuming problem. If your concern requires additional time, please use your allotted time to summarize your statement or question and the board will add it to the agenda for the next meeting.
- Don’t expect an immediate response. Board members don’t act independently. All issues require discussion and sometimes a vote. Sometimes an immediate answer is possible, but it’s just as likely that you won’t get a response until after the meeting when the board has had ample time to discuss your problem.
- If you need information, call your association manager. The purpose of the homeowner forum is for residents to share opinions and concerns with the board. If you are seeking general information – like a status report on a project or the board’s position on an issue – you can get a more immediate answer from the community manager.
If your neighborhood would like to see other benefits of having a paid association management firm please feel free to contact us at Southern Community Services.