How to run a board meeting in your HOA

Running a board meeting effectively starts with having a structured plan in place that keeps discussions organized and decision-making productive. If you’re wondering how to run a board meeting, having a clear process can help you keep conversations goal-oriented and prevent meetings from going off track. Without the right approach, board meetings can quickly become unproductive or even contentious.

In this guide, we’ll break down everything Minnesota board members need to know about how to run a board meeting, from setting an agenda to managing discussions and following up effectively. Whether you're on an HOA board, condo/co-op board, or another association board, these best practices will help you keep your meetings efficient and productive.
 

What is an HOA board meeting?

An HOA board meeting is a formal gathering where board members conduct association business, make decisions, and establish policies for their community. Board meetings typically follow a structured format, including a roll call, review of previous meeting minutes, financial reports, committee updates, and discussions on key agenda items. Decisions are made through motions and votes, allowing all board members to participate in the process. In Minnesota, board meetings are subject to the Minnesota Common Interest Ownership Act (MCIOA), which outlines specific requirements for meeting notices, record-keeping, and homeowner participation.
 

How to run an HOA board meeting

1. Set a clear agenda

   An agenda is the foundation of a well-run board meeting. It outlines key discussion points, assigns time limits for each topic, and provides attendees with an overview of what to expect. Setting clear time limits for each topic prevents unnecessary delays and increases the likelihood that all agenda items will receive proper attention. Distributing the agenda in advance also allows board members to prepare and keeps discussions focused.
   
   Key elements of an effective agenda include:
    
   • Roll call and quorum confirmation
      
   • Approval of previous meeting minutes
      
   • Financial reports and budget updates
      
   • Committee updates
      
   • New and old business discussions
      
   • Open forum for homeowner comments (if applicable)
      
   • Adjournment and action item review



2. Assign and define roles

   Every board meeting requires clearly defined roles to maintain order and efficiency:
    
   • President: Leads the meeting, sets the agenda, and helps discussions stay on track. The president is responsible for facilitating decisions and representing the board to homeowners and outside parties.
      
   • Vice President: Assists the president and steps in when the president is unavailable. This role often includes overseeing specific committees or projects.
      
   • Secretary: Records meeting minutes, maintains association records, and gives homeowners access to necessary documents.
      
   • Treasurer: Manages financial reports, presents budget updates, and oversees the association’s financial health.
   
   Some boards also designate timekeepers or facilitators to manage discussions and prevent meetings from running too long.
    

3. Follow meeting procedures

   Structured meetings create a professional atmosphere where all voices are heard, and decisions are made efficiently. Many HOAs follow Robert’s Rules of Order, a manual for parliamentary procedure that provides a template structure for meetings. By adhering to a structured process, boards can prevent meetings from devolving into off-topic discussions or conflicts.
    

4. Keep discussions focused and productive

   Keeping discussions on track is key to a successful board meeting. Sticking to the agenda and managing time effectively helps keep discussions focused. Participation should be encouraged, but no one single person should dominate the conversation, as this can prevent balanced discussions. Each topic should be addressed thoroughly without unnecessary repetition. If an issue requires more research or discussion, it may be best to table it for the next meeting.
    

5. Document key decisions and action items

   Meeting minutes serve as the official record of board decisions and actions. The secretary should document key discussions, motions, votes, and assigned action items. Minutes should be distributed promptly to board members and made accessible to homeowners as required by governing documents.
   
   Clearly defining action items — who is responsible for each task and by when — can help maintain accountability between meetings.
    

6. Manage time effectively

   Time management is essential to keeping meetings productive. Allocating specific time slots for each agenda item helps prevent discussions from dragging on unnecessarily. If an issue requires further debate, consider forming a committee to explore it outside of the main board meeting.
   
   Board meetings should be long enough to cover necessary topics but not so long that they become unproductive. In most cases, a meeting length of 60 to 90 minutes is ideal.
    

7. Follow up after the meeting

   Once the meeting adjourns, follow-ups are crucial. Finalize and distribute meeting minutes promptly, and track assigned action items to make sure tasks are completed. Keeping homeowners informed of any decisions affecting the community is critical.
   Regular follow-ups reinforce accountability and can help maintain engagement between meetings. Partnering with an experienced property management company can help boards stay organized and keep meetings running smoothly.

Board meeting tips

Running an effective board meeting requires ongoing improvement. Here are some other tips on how to run a board meeting:

• Use technology: Video conferencing tools, digital agendas, and project management software can streamline communication and record-keeping.
   
• Encourage homeowner participation: Transparent communication fosters trust between the board and community members.
   
• Review past meetings: Periodically evaluate meeting effectiveness and make adjustments to improve efficiency.
   
• Stay professional: Respectful discussions and adherence to established rules keep meetings constructive.
   
• Verify compliance: Have your association attorney review any potential additions or changes to rules and regulations to help avoid conflict with the MCIOA.

Check out our latest board education sessions! Visit our webinar library.
 

Strengthen your board with expert support

A well-run board meeting contributes to effective governance, financial oversight, and community engagement. However, managing board meetings efficiently requires planning, structure, and clear communication.

FirstService Residential works with HOAs, condos, co-ops, and high-rise board members across Minnesota to streamline meeting management, improve governance, and provide expert guidance on best practices. We also provide financial management services through FirstService Financial, helping boards make informed decisions that align with their community’s long-term goals.

For more insights on how to run a board meeting or to learn how professional management can support your board, contact FirstService Residential today.