Scarinci Hollenbeck, LLC, LLCScarinci Hollenbeck, LLC, LLC

Firm Insights

How to Conduct an Effective Condo or HOA Board Meeting

Author: Scarinci Hollenbeck, LLC

Date: April 21, 2020

Key Contacts

Back

Running an effective condominium board meeting or a homeowners association (HOA) board meeting can be a daunting task…

Running an effective condominium board meeting or a homeowners association (HOA) board meeting can be a daunting task, particularly when controversial issues are on the agenda. While many HOA and condo boards are relatively small and tend to operate informally, it is still important to have established rules and procedures. Even more so, it is important to follow them.

How to Run an Effective Condo or HOA Board Meeting

Below are several tips for improving the effectiveness of your HOA or condo association board meeting:

Be Transparent: All meetings should be open to the full board, as well as unit owners. The board should also provide adequate notice of the meeting in accordance with the applicable bylaws or other governing documents. While it may sometimes be more convenient, board members should resist the temptation to conduct board business informally or through private meetings. If such meetings don’t comply with the legal requirements for notice or quorums, any decisions made may be subject to legal challenges and could be overturned.

Stick to the Agenda: One of the keys to a successful board meeting is a good agenda. A carefully crafted agenda is essential because it not only serves as a roadmap for the meeting, but it can be used to bring the discussion back to the main issues should it veer off track. The agenda should be drafted and disseminated in advance of the meeting, allowing enough time for board members to review it and request changes or additions. Agendas typically take an outline form, although the level of detail may vary based on the issues to be discussed. 

Follow Procedures: All boards should have established procedures that govern their meetings. Many corporate boards follow a manual of parliamentary procedure, entitled Robert’s Rules of Order. Because the abridged version is still more than 700 pages long, the rules can prove impractical to implement in their entirety. Instead, many boards adopt a relaxed version of Robert’s Rules that includes the basic concepts but eliminates the strictest procedural requirements. Once the rules of procedure are established, creating a “cheat sheet” of the most important concepts for all board members can be an effective way to get everyone on the same page and prevent the arduous task of looking up procedural rules during the meeting.

Keep Records: Meeting minutes serve as an official and legal record of the meeting and should be taken at every meeting. While the format of the minutes may vary, they should list every motion considered by the board, along with the board members voting in favor, against, or abstaining, and whether the motion was approved or denied. In cases where the board believes that a decision may be subject to scrutiny or legal claims, it is advisable for the board to enact a resolution that describes all of the facts and circumstances, any legal or other professional advice obtained in connection with the decision, and the reasoning behind the board’s ultimate decision.

Encourage Participation: In many cases, HOAs and condo associations are dominated by a few individuals, which can leave other board members and unit owners feeling alienated and frustrated. While the chair of the board is responsible for facilitating an orderly meeting, board deliberations should be free and open, and each board member should have equal opportunity to speak in turn. Unit owners should be also encouraged to participate in board meetings and have a dedicated forum to voice their concerns.

Keep Emotions in Check: Because people’s property is involved, HOA and condo board meetings can sometimes become contentious. When this occurs, it is important to focus on the issues rather than the emotions associated with them. Of course, it is also imperative to listen to everyone who seeks to be heard and always be respectful.

For help improving the effectiveness of your HOA or condo association board meetings, we encourage you to contact a member of Scarinci Hollenbeck’s Commercial Real Estate Group. Our attorneys have a wealth of experiencing advising HOAs and condo associations of all sizes.

If you have questions, please contact us

If you have any questions or if you would like to discuss the matter further, please contact me, Chris Dzwilewski, or the Scarinci Hollenbeck attorney with whom you work, at 201-896-4100.

No Aspect of the advertisement has been approved by the Supreme Court. Results may vary depending on your particular facts and legal circumstances.

Scarinci Hollenbeck, LLC, LLC

Related Posts

See all
What to Do If You Are Impacted by a Retailer Bankruptcy Part 2 post image

What to Do If You Are Impacted by a Retailer Bankruptcy Part 2

Over the past year, brick-and-mortar stores have closed their doors at a record pace. Fluctuating consumer preferences, the rise of online shopping platforms, and ongoing economic uncertainty continue to put pressure on the retail industry. When a retailer seeks bankruptcy protection, a myriad of other businesses are often impacted. Whether you are a supplier, customer, […]

Author: Brian D. Spector

Link to post with title - "What to Do If You Are Impacted by a Retailer Bankruptcy Part 2"
The Current Administration's Proposals for the Financial Services and Banking Industries Will Affect Your Business post image

The Current Administration's Proposals for the Financial Services and Banking Industries Will Affect Your Business

Since his inauguration two months ago, Donald Trump’s administration and the Congress it controls have indicated important upcoming policy changes. These changes will impact financial services policies and priorities. The changes will particularly affect cryptocurrency, as well as banking rules and regulations. Key Regulatory Changes in Cryptocurrency For example, in the burgeoning cryptocurrency business environment, […]

Author: Dan Brecher

Link to post with title - "The Current Administration's Proposals for the Financial Services and Banking Industries Will Affect Your Business"
Tips for Commercial Landlords Impacted by Wave of Retailer Bankruptcies Part 1 post image

Tips for Commercial Landlords Impacted by Wave of Retailer Bankruptcies Part 1

The retail sector has experienced a wave of bankruptcy filings over the last year. Brick-and-mortar businesses in financial distress include big-name brands like Big Lots, Party City, The Container Store, and Vitamin Shoppe. When large retailers seek bankruptcy protection, they are not the only businesses impacted. Landlords can be particularly hard hit. While commercial landlords […]

Author: Brian D. Spector

Link to post with title - "Tips for Commercial Landlords Impacted by Wave of Retailer Bankruptcies Part 1"
How Understanding Bankruptcy Trends Can Benefit Your Business post image

How Understanding Bankruptcy Trends Can Benefit Your Business

The bankruptcy legal landscape presents both challenges and opportunities for businesses navigating financial distress. Understanding current bankruptcy trends can help businesses make more informed and strategic decisions. Corporate Bankruptcy Filings Trending Upwards Bankruptcy filings continued to trend upwards in 2024. According to statistics released by the Administrative Office of the U.S. Courts, personal and business […]

Author: Brian D. Spector

Link to post with title - "How Understanding Bankruptcy Trends Can Benefit Your Business"
SEC Takes Actions Against Issuers for Failure to File Form D post image

SEC Takes Actions Against Issuers for Failure to File Form D

In December, the U.S. Securities and Exchange Commission (SEC) announced charges against two privately held companies for failing to file a Form D notice, which is generally utilized for exempt securities offerings. Here, the SEC’s enforcement sends a strong message: compliance with regulatory requirements is not optional and failure to comply can have significant consequences. […]

Author: Kenneth C. Oh

Link to post with title - "SEC Takes Actions Against Issuers for Failure to File Form D"
Redefining Labor Relations: NLRB's Pivot from Abruzzo’s Memoranda post image

Redefining Labor Relations: NLRB's Pivot from Abruzzo’s Memoranda

On February 14, 2025, the Office of General Counsel (OGC) of the National Labor Relations Board (NLRB) under Acting General Counsel William B. Cowen issued Memorandum 25-05, “New Process for More Efficient, Effective, Accessible and Transparent Case handling.” The Memorandum rescinds nearly all of the Memoranda issued by his direct predecessor, Jennifer Abruzzo, setting the […]

Author: Matthew F. Mimnaugh

Link to post with title - "Redefining Labor Relations: NLRB's Pivot from Abruzzo’s Memoranda"

No Aspect of the advertisement has been approved by the Supreme Court. Results may vary depending on your particular facts and legal circumstances.

Sign up to get the latest from our attorneys!

Explore What Matters Most to You.

Consider subscribing to our Firm Insights mailing list by clicking the button below so you can keep up to date with the firm`s latest articles covering various legal topics.

Stay informed and inspired with the latest updates, insights, and events from Scarinci Hollenbeck. Our resource library provides valuable content across a range of categories to keep you connected and ahead of the curve.

Let`s get in touch!

* The use of the Internet or this form for communication with the firm or any individual member of the firm does not establish an attorney-client relationship. Confidential or time-sensitive information should not be sent through this form.

Sign up to get the latest from the Scarinci Hollenbeck, LLC attorneys!

Please select a category(s) below: