How to run an HOA meeting: Everything you need to know

Important: The information in this article is for general informational purposes only and is not intended as legal advice. Laws change frequently and vary by jurisdiction. Always consult an attorney and your property management partner for guidance on how to run HOA meetings for your Maryland HOA.
 

What is an HOA meeting?

A homeowners association (HOA) meeting is a formal gathering where a community’s elected board members discuss and make decisions about the association’s operations, finances, and policies. In Maryland, state laws and the association’s governing documents outline how to run an HOA meeting. Regular board meetings support transparency, compliance, and effective management of the community.

In Maryland, HOAs are often governed by laws like the Maryland Homeowners Association Act, which provide legal frameworks for community governance, dispute resolution, and the rights of homeowners. Most Maryland HOAs hold monthly and annual board meetings, typically open to homeowners. Maryland law requires that board meetings are announced in advance so homeowners have an opportunity to attend, recorded with meeting minutes for transparency, and conducted in accordance with governing documents.
 

What are 5 types of HOA meetings?

From routine discussions to urgent decisions, each type of HOA meeting serves a unique purpose. Your governing documents should provide guidelines for meetings in your community, but here are five of the most common types of HOA meetings and what they cover:

1. Standard meeting

   Most HOAs consider a board meeting to be the most common. During a board meeting, the HOA’s board of directors will host an open monthly or quarterly meeting with all community members. Typically, board meetings require less notice, as little as 7 days to at most 30 days prior. Depending on the agenda, HOA business is usually the main topic of discussion. Here is where community members have an opportunity to raise questions or suggestions about topics such as property management projects, resolving disputes, or any progress as it relates to maintenance. A member of the board will be responsible for keeping minutes that are available to HOA members.
    

2. Annual meeting

   Annual meetings are held annually by the current board of directors for all community members to have an opportunity to learn more about the organization itself. As an open meeting with all members, the focal point of the meeting is to discuss larger-scale issues. This is where the board of directors will present their annual budget, committee reports, newly elected board members, and any upcoming projects. On average, annual meetings are given 30 days’ notice before the meeting. Minutes are taken by the board of directors and made available to all members.
    

3. Executive session

   Executive sessions are typically conducted behind closed doors at the board’s discretion, with HOA community members generally not in attendance. Topics of discussion may include private matters, ongoing litigation, disciplinary actions, or personal issues. Because of the confidential nature of these meetings, detailed minutes are not shared with members — only a general statement confirming that the session took place is recorded in the next open board meeting. For example, “an executive session was held last week and the board of directors discussed issues related to legal property damage.”
    

4. Committee meeting

   Most HOAs will have a set of committees that focus on lower-level projects within the HOA community, such as a welcome or social committee. Created by a subset of the board of directors, a committee may include one or more non-director members. Typically, each committee is required to conduct periodic meetings as they feel necessary or according to their given HOA guidelines. Most committee meetings are open to all community members and those who may want to become more involved.
    

5. Emergency meeting

   Also known as a special meeting, emergency meetings are held when an HOA board needs to make an immediate decision or take urgent action. Emergency meetings are rare and typically do not require prior notice. Some examples may include flooding, severe weather damage, or fires. Before calling an emergency meeting, check your HOA’s governing documents to confirm the required authorization process. Minutes should be taken and made available to members.

How to run an HOA meeting

The key to a successful HOA board meeting isn’t how long it lasts or where it’s held — it’s how well it’s organized and conducted. Productive meetings follow clear procedures, stay on topic, and prioritize decisions that move the community forward.

Here are a few tips on how to run an HOA meeting successfully:
 

Follow your governing documents 

Perhaps the most important HOA meeting protocol is to follow your governing documents to the letter. Your bylaws and CC&Rs will tell you how many board meetings you need to hold and how often you need to hold them. Maryland law may also dictate some meeting requirements. Typically, smaller associations don’t need to meet as frequently as larger ones. Boards for small HOAs might get away with only holding meetings on a quarterly basis. In contrast, large HOAs may need to meet on a monthly basis.
 

Establish a quorum 

A quorum is the minimum number of members required to be present at a meeting to conduct association business. Without it, official decisions can’t be made. Quorum requirements can vary from association to association. Some HOAs need a percentage of the membership, while others require a specific number of members. Check your governing documents to know your quorum requirements.
 

Keep meetings structured and efficient 

A well-organized agenda is key to running a successful HOA meeting. Prioritize key items such as old and new business, committee reports, financial updates, and open forum (if applicable). Review your governing documents and Maryland law to determine whether there are items the board is required to address at each meeting. If new issues arise that require further discussion, they can often be tabled for a later date or assigned to a committee for review.

Time limits should be set for each agenda item to keep discussions moving. Homeowner participation is important, but meetings can easily derail if an open forum turns into an extended debate. Some HOAs ask residents to submit questions in advance so the board can address concerns efficiently while staying focused on decision-making. Most HOA meetings should last 60–90 minutes to keep engagement high and support productive discussions.
 

Remember to take minutes

Meeting minutes are an essential part of every board meeting. These should document key discussions, votes taken, and actions assigned to board members. Minutes should be factual and concise, without personal opinions or unnecessary details. While most meeting minutes are made available to homeowners, discussions from executive sessions remain private. Before adjourning, take a few moments to review action items so that each board member understands their responsibilities moving forward.
 

Connect with us

Whether it is a question, a problem, or a new business opportunity, you will want to partner with a company like FirstService Residential that has a proven history of support and knows best practices for your industry.

Our team has been managing HOAs, condominiums, high-rise buildings and more for years! Our experienced team can help you establish a plan of action when it comes to staying ahead of important property management trends.