A B OA R D M E M B E R ’ S G U I D E TO

RUNNING BETTER MEETINGS

T R A N S F O R M YO U R C O M M U N I T Y M E E T I N G S

Every HOA is required to hold critical meetings throughout the year, including board meetings,
annual meetings, executive sessions, committee meetings, and more. While vital to the success
of a community, these meetings often lack proper planning, structure, and attendance. We
created this ebook to change all of that, and give your community the tools they need to have
successful well-attended meetings.

This ebook was written to help board members like you prepare, plan, and run better board
meetings for your community. Inside, our community association experts share tips covering the
most critical elements of a successful annual meeting, including:
• Solving Your #1 Problem: Attendance!
• How to Create an Effective Agenda
• Learning to Work With Every Personality Type
• Advice from 40+ Years of Board Meetings
S O LV I N G YO U R # 1 P R O B L E M : AT T E N D A N C E !

Any successful meeting needs strong attendance from homeowners. However, inspiring them
to get involved can be a challenge. Try these tips to increase meeting attendance.

1. GIVE AMPLE ADVANCE NOTICE.

Most residents care about their community and would love to attend
the annual meeting. But, like you, they have full schedules, so the more
notice they have that the meeting is coming up, the better their chances
of putting it on their agenda.

2. ANNOUNCE THE MEETING THROUGH MULTIPLE

COMMUNICATION CHANNELS.
Go beyond posting the agenda on the clubhouse bulletin board. Try
posting reminders on your community’s website, social media channels,
or through TownSq.
3. SERVE SNACKS.
Food always brings people together, and the same principle can be
applied to board meetings. This is an especially important tactic to use
if the agenda includes a serious topic, and you want homeowners to be
present for the discussion.

4. PREPARE FOR QUESTIONS AHEAD OF TIME.

Don’t put anything on the agenda if you can’t answer homeowner
questions about it. If an important discussion topic is out of your area of
expertise, ask a vendor to join the meeting to answer questions. If you
can give homeowners the information they want, they’ll be more likely to
see meetings as useful for gathering information.

5. KEEP THE MEETING SHORT AND ON-TOPIC.

Try to keep meetings under an hour and stick to your agenda so you
don’t go over the allotted time. If you go off-topic or can’t move past a
specific subject, homeowners may leave before the meeting is over.
6. BE CONSIDERATE OF HOMEOWNERS.
Strike a balance between actively listening to homeowner comments,
answering questions, and getting through the agenda items at a
reasonable pace. Open the meeting by asking if people have any
questions or comments about specific topics so that they can be
addressed without the board discussion being interrupted later. To feel
like they are genuinely a part of the community, homeowners need to
feel heard, included, and welcome at board meetings.

7. THANK HOMEOWNERS FOR ATTENDING.

Publish a short recap of the meeting in your next newsletter and include
a message thanking homeowners for attending. If people know that
other members of the community are attending board meetings, it may
encourage them to come, too.
H O W T O C R E AT E A N E F F E C T I V E A G E N D A
A well-planned and executed agenda
can make or break a meeting. Sticking
to an hour is critical, so do your best
to prepare for a short meeting that
will keep people engaged. Create your
agenda far in advance and share it
with all attendees, so they know what
to expect. Doing your best to stick to
your schedule will help build trust and
confidence between your board and
homeowners.
Here is an example of a meeting
agenda we use with our board partners
(printable version on next page.) You
can replace the content in the template
with your association’s information
or work with your board to create an
agenda outline that best fits the needs
of your community.
THE VERY BEST OWNER’S ASSOCIATION
Board of Directors Meeting Notice
May 23, 2019 | 6:45 p.m. | Clubhouse
AGENDA
1. Homeowner’s Open Forum 6:45 p.m.
2.
Call to Order 7:00 p.m.
3.
Secretary’s Report 7:00 p.m.
a. Associa® has attached a copy of the BOD meeting minutes for your approval.
Once approved and signed by the secretary, they will be posted on the website for
homeowner’s viewing and placed in the corporate record book.
4.
Treasurer Report 7:05 p.m.
a. It is board policy to review the reconciled financial statements at least once per quarter.
Associa has prepared and attached the financial statements for your review and
acceptance by the president on behalf of the board.
The notable highlights are as follows:
• Operating Account (cash on hand) $133,013.28
• The Reserve Account $817,164.51
• Members Receivable (past due assessments) $29,231.84
• Accounts Payable (unpaid bills) $2,025.00**
• Net Income (Loss) $56,290.40
i. *Included in the Members Receivable are 7 accounts that are in collections. See the
ABC Trustee Services Report attached.
ii. **See the attached Financial Summary Report for more details.
5.
Management Report 7:15 p.m.
6. Action Items
a. Accept reviewed financials
b. Adopt revised election rules
7. Committee Reports
8.
Old Business (none) 7:45 p.m.
9. New Business (none)
10. Next Meeting Date & Location 7:50 p.m.
11.
Adjourn 7:55 p.m.
 THE VERY BEST OWNER’S ASSOCIATION
Board of Directors Meeting Notice
May 23, 2019 | 6:45 p.m. | Clubhouse

AGENDA

1.
Homeowner’s Open Forum 6:45 p.m.
2.
Call to Order 7:00 p.m.
3.
Secretary’s Report 7:00 p.m.
a. Associa® has attached a copy of the BOD meeting minutes for your approval.
Once approved and signed by the secretary, they will be posted on the website for
homeowner’s viewing and placed in the corporate record book.
4.
Treasurer Report 7:05 p.m.
a. It is board policy to review the reconciled financial statements at least once per quarter.
Associa has prepared and attached the financial statements for your review and
acceptance by the president on behalf of the board.
The notable highlights are as follows:
• Operating Account (cash on hand) $133,013.28
• The Reserve Account $817,164.51
• Members Receivable (past due assessments) $29,231.84
• Accounts Payable (unpaid bills) $2,025.00**
• Net Income (Loss)
$56,290.40
i. *Included in the Members Receivable are 7 accounts that are in collections. See the
ABC Trustee Services Report attached.
ii. **See the attached Financial Summary Report for more details.
5.
Management Report 7:15 p.m.
6. Action Items
a. Accept reviewed financials
b. Adopt revised election rules
7. Committee Reports
8.
Old Business (none) 7:45 p.m.
9. New Business (none)
10.
Next Meeting Date & Location 7:50 p.m.
11.
Adjourn 7:55 p.m.
IMPROVE YOUR NEXT BOARD
MEETING WITH TOWNSQ!
Want to improve your board meetings? TownSq can help! This all-in-one
community app helps connect homeowners, management companies, and
board members like never before. With TownSq you’re always connected to
your community and you have an easy way to send meeting invites, share your
agenda, and even get feedback—all from your smartphone.

TownSq allows you to experience community your way – any time

and from any device with:
• Instant email & push notifications • Interactive community polls
• Announcement of community events • Reminder notifications
• Automatic reminders for important • And more!
news items

WATCH THIS VIDEO TO LEARN MORE

www.townsq.io

*TownSq may not be available in all areas. Check with your community management team for more details.
LEARNING TO WORK WITH EVERY PERSONALITY TYPE
As a licensed Realtor®, Certified Manager of Community Associations (CMCA), and the
Director of Client Development for Associa Minnesota, Jesse Dubuque has been to countless
community meetings over the years. So many in fact he noticed a trend—five different
personalities that emerge among meeting attendees. While some personality types get a bad
rep, every single one of them has an essential role in the annual meeting. Here’s Jesse’s brief
rundown of each. Can you spot yourself in the group?
Jesse Dubuque
Director of Client Development
Associa Minnesota

1. THE TALKER, A.K.A. THE OFF-TOPIC

We all know a talker. At the annual meeting, this could be someone who rambles
on and on without getting to the point or someone bringing up subjects that
have nothing to do with the association. While everyone should be encouraged to
talk, if the topic doesn’t seem relevant after a couple of minutes, the community
manager should offer to discuss the issue further after the meeting. If you feel
yourself rambling, remember to wait until the official meeting is over to chat up your
neighbors about the local sports team or newest restaurant.

2. THE FLY ON THE WALL

The fly on the wall sneaks into the meeting, sits in the back, and keeps to themselves.
This person may be shy or introverted. While they may not interact with the group
very much during the meeting, the fact that they are interested enough to attend
the meeting is a good sign that they’re involved in the community. As a board
member or community manager, you can gain a lot of information by engaging with
this person. However, the trick is to do it in a way that is comfortable for them. This
person spends a lot of time observing their surroundings, so once they get to know
you, they can be a great source of information when it comes to finding out what’s
going on in the community.
3. THE DEVIL’S ADVOCATE
The Devil’s Advocate’s motto? Question everything. Even the things
that seem to be obvious choices or insignificant decisions cannot be left
unchallenged. Three “what if,” scenarios and multiple choices later, they
usually settle on the original proposal. As challenging as this person can
be, it’s good to have a devil’s advocate around because the truth is, they
care enough about the community to ensure that every decision being
made has been thoroughly vetted. When they have the self-awareness to
know when to engage and when to back-off, the devil’s advocate can be
quite valuable to your community’s annual meeting.

4. THE PERSONAL AGENDA

The person with a personal agenda feels strongly about an issue, but
unfortunately, the problem usually only benefits their home or a small
number of households. This could be a person who doesn’t like one
particular rule, even though the majority of community members do like
the rule, and they believe it just has to be changed, and they will go on
and on until they get their way. The board of directors, on the other hand,
must make decisions based on the overall well-being of the community
as a whole, not just a few homeowners. The best way to tackle a personal
agenda is a strong group. The community manager should point out to
the owners before elections that everyone serving on the board should
be focused on the greater good of the entire community. Then, when
election time comes around, if the personal agenda has made their case
known, the meeting attendees can decide with their vote whether or not
they want that issue dealt with on the board.
5. THE RATIONAL CONTRIBUTOR
The Rational Contributor can put their agendas aside and view the issues
in the community objectively, even when doing so doesn’t benefit them
personally, all in the name of the community’s well-being. It’s easy to
see why this person is the hardest to find. If you identify any rational
contributors among your neighbors, it’s in your best interest to recruit
them to serve on the board. That way, you’ll know the decisions made in
your neighborhood will be well-planned, well-researched, and in the best
interest of everyone.

The truth is, anyone can be one or more of these people—sometimes

during the same meeting. No matter which of the five types you identify
with, the most important thing you can do is take an active interest in the
governance of your community.
ADVICE FROM 40+ YEARS OF BOARD MEETINGS
If your board is having problems with running successful meetings, don’t be discouraged. After 40
years of attending association meetings, we have learned some simple tricks to help your meetings
run more smoothly. Follow the advice below to help ensure your next community meeting is a win.

MAKE THE MOST OF ANNOUNCEMENTS.

Most documents prescribe the required notice period and general content of
the meeting announcement. It’s important to comply with the requirements
of the governing documents in order to prevent the possibility of future
challenges as to the validity of the meeting. In addition to the official
meeting notice, it’s a good idea to provide reminders of the meeting as well.
These can be in the form of follow-up postcards sent out shortly before the
meeting, bulletins posted at the community clubhouse, announcements in the
association newsletter, or reminders on social networks and apps like TownSq.

ASK ALL HOMEOWNERS TO COMPLETE WRITTEN PROXIES.

Oftentimes, communities, especially older associations, have difficulty
obtaining a quorum for their annual meetings. Clearly, this poses a serious
problem for the association in that the business of the community—
especially the election of board members—depends upon the participation of
homeowners. In order to improve the chances of obtaining a quorum, request
that owners complete and return their written proxy even if they plan to attend
the meeting. Proxies can always be rescinded if the member attends the
meeting, but in the event he doesn’t make it in person, his proxy can be used
to establish a quorum and conduct business.
OFFER INCENTIVES FOR ATTENDANCE.
Another way of encouraging actual meeting attendance is the awarding
of door prizes to attendees. A number of associations offer prizes such as
nursery gift certificates, movie passes, and even free homeowners dues.

ENCOURAGE HOMEOWNERS TO GET INVOLVED.

In conducting the meeting, the board should consider how it can kindle
homeowners’ sense of value and interest in the association. Personally invite
them to attend. Welcome them. Arrive early and mingle with residents. Avoid
entering at the last minute or hovering together with other board members. If
the board needs to caucus, try to do it early.

RUN AN ORDERLY MEETING.

Once the meeting has been called to order, conduct it like a shareholders
meeting. Include a declaration that the meeting has begun, a welcome to
the members, an introduction of the board members and manager, and a
brief explanation of the meeting’s goals. Declare each item on the agenda
and what it means. Introduce reports and speakers formally and clearly state
motions and their results. Maintain control of the meeting. Don’t allow the
discussion of an issue to stray from the stated agenda. Keep the meeting as
brief as possible. These actions show that the board is in charge.
BE TRANSPARENT.
In addition to conducting the meeting in an orderly fashion, be sure that
information is presented clearly. The audience at an annual meeting doesn’t
always understand community associations. Use the meeting to teach
members about the association and its operations. Even the old-time
regulars will benefit from the information. Keep in mind the phrase, “tell them
what you are going to do, why you’re doing it, and what you did.” Use this
practice in conducting new business, such as electing board members, and
when acting on specific issues. Share background on why the board took a
specific action and explain the results. When presenting information, such
as committee reports, state the purpose of the committee, its goals, and the
results it’s achieved. Don’t take shortcuts or speak in jargon—either of these
reduces the usefulness of the information.

HIGHLIGHT VOLUNTEERS AND ACCOMPLISHMENTS.

Finally, use the annual meeting to inform homeowners of association
activities in a manner that is loud, clear, and celebratory. Take charge by
giving a “State of the Association,” report. You don’t need to rehash every
thought and action from the past year, just highlight the most significant
activities and actions. Recognize the efforts of volunteers by mentioning their
names. Discuss how a decision will benefit the association. When you share
this type of information, it also makes it easier to field questions from the
members. Many of their questions will already be answered, and they’ll know
that the board is in control.
 MAKING
[ Community ]
HAPPEN.
Developed by industry professionals. Designed for association board members.
For nearly 40 years, Associa has been the partner of choice for some of the most complex,
innovative and amenity-rich properties in the world. Our best-in-class technology, products
and services are designed to add value to your community. And, you’ll find that nobody has
the expertise that we do when it comes to helping you achieve your community’s goals.
Because of our commitment to community, we’ve become an industry leader positioned to
provide actionable insights that deliver results for our client communities.

What really differentiates us, though, is our people.

With nearly 200 employees holding their PCAM® – the highest professional recognition
available to community association managers – you can trust that your Associa team has the
knowledge and resources to help your community plan, manage, maintain and grow. From
our community managers and service partners to our financial professionals, executives and
many more, we are committed to helping you achieve your community’s vision.

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