Creating your HOA meeting agenda: A guide to a successful meeting

What is an HOA board meeting?

An HOA board meeting is where the board of directors makes decisions about the business of the community in a homeowners association. In Pennsylvania, these meetings are usually scheduled at regular intervals and guided by the association’s bylaws or the Pennsylvania Uniform Planned Community Act.

The meeting agenda helps the board stay focused, covering things like budget updates, maintenance planning, rule changes, and homeowner concerns. Most board meetings are open to residents, giving them the chance to hear updates and provide feedback during the designated homeowner forum. While board members lead the meeting, community participation is an important part of the process.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

What should your HOA meeting agenda template look like?

An HOA meeting agenda template should reflect the typical flow of discussion and decision-making so board members and homeowners know what to expect.

A standard HOA meeting agenda template might include:

• Call to order: Marks the official start of the meeting.
   
• Roll call/quorum confirmation: Confirms which board members are present and whether a quorum exists.
   
• Approval of previous meeting minutes: Board reviews and approves the minutes from the prior meeting.
   
• Reports from officers or committees: Updates from board officers or standing committees.
   
• Old business: Discussion of topics carried over from previous meetings.
   
• New business: Introduction of new issues, motions, or proposals for consideration.
   
• Homeowner forum (if applicable): Allows residents to comment or raise concerns.
   
• Adjournment: Official close of the meeting.

The HOA meeting agenda should be distributed to board members and homeowners in advance as required by the governing documents or Pennsylvania HOA laws. A well-structured agenda helps the meeting run more efficiently and minimizes the chance of missed items.
 

Tips for your board meeting

Effective board meetings start with clear expectations and a focused agenda. A well-prepared HOA meeting agenda helps guide the discussion, keeps the meeting on track, and gives homeowners a clear sense of what to expect:

1. Distribute the agenda early: Give board members and homeowners enough time to review materials and prepare for discussion. Attach supporting documents to avoid confusion during the meeting.
    
2. Stick to the order: Follow the agenda as closely as possible. If unexpected issues arise, note them for new business or a future meeting.
    
3. Time management matters: Assign estimated time limits to each agenda item, especially if the meeting has a strict end time.
    
4. Document decisions clearly: Accurate minutes tied to the HOA meeting agenda help maintain records and can reduce misunderstandings later on.
    
5. Follow governing documents: Your association’s bylaws or state law may have specific requirements for agenda items, notice periods, or how votes are taken. Refer to them before each meeting.

What are 5 types of HOA meetings?

To better explain, listed below are 5 types of HOA meetings that are most common within a homeowners association. Since all HOAs are structured differently, we encourage you to check with your board of directors and CC&R guidelines when it comes to coordinating an HOA meeting.

1. Standard meetings

   The board of directors will host an open monthly or quarterly meeting with all community members. Typically, board meetings require less notice, from as little as 7 days to at most 30 days prior. Depending on the given agenda, HOA business will usually be the main topic of discussion.
   
   Community members have an opportunity to raise questions or suggestions about property management projects, addressing complaints, 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 meetings

   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 sessions

   Executive sessions are typically conducted behind closed doors by the direction of the board of directors — HOA community members are usually not invited. Topics of discussion include private matters, ongoing litigations, disciplinary actions, or personal issues.
   
   Due to the sensitivity of the information, board members may also initiate voting during an executive session. In this case, minutes are not available to members — only a note that an executive session took place is mentioned during an 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 meetings

   Most HOAs will have a set of committees that focus on lower-level projects within the needs of your Pennsylvania community. Examples include groups 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 that may want to become more involved. The structure of a committee meeting is a lot like an open board meeting — members are given anywhere from 7-30 days’ notice and a lead committee member will be responsible for taking minutes.
    

5. Emergency meetings

   Also known as a special meeting, emergency meetings are held when an HOA board requires an emergency gathering or special session. Only when an immediate decision or action is necessary will an emergency meeting take place.
   
   Note, an emergency meeting is considered rare and is typically not given prior notice. Some examples may include flooding, weather damage, or fires. An emergency meeting is usually held in person, via email, or over the phone. When it comes to taking minutes, a record of all minutes should be taken and made available to members.

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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.
 

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