MichaelT21 (Arkansas)
Posts: 462
Posts: 462
Posted:
Where are your Board meetings held?
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HOA Board Meeting Location
Started by MichaelT21 • 16 replies • 301 views
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TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
My old HOA held board meetings in a members home.
Our annual meeting is held at the local elementary school.
My new HOA holds board meetings in a members home.
The annual meeting is outside under a large canopy they rent.
Our annual meeting is held at the local elementary school.
My new HOA holds board meetings in a members home.
The annual meeting is outside under a large canopy they rent.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
We use our clubhouse - why do you ask?
If you don't have one, you could try asking a community center, church or local library for starters. There may be a fee for this and you should try for something that will hold a fair number of people - 50 is a nice number, especially for annual meetings. These days with so many people going virtually (because COVID hasn't gone anywhere, despite people acting like it has), you may want to consider a place with WiFi so homeowners can listen to the proceedings that way.
If you don't have one, you could try asking a community center, church or local library for starters. There may be a fee for this and you should try for something that will hold a fair number of people - 50 is a nice number, especially for annual meetings. These days with so many people going virtually (because COVID hasn't gone anywhere, despite people acting like it has), you may want to consider a place with WiFi so homeowners can listen to the proceedings that way.
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
MichaelT21 (Arkansas)
Posts: 462
Posts: 462
Posted:
Quote:
Posted By SheliaH on 08/19/2022 6:50 AM
We use our clubhouse - why do you ask?
If you don't have one, you could try asking a community center, church or local library for starters. There may be a fee for this and you should try for something that will hold a fair number of people - 50 is a nice number, especially for annual meetings. These days with so many people going virtually (because COVID hasn't gone anywhere, despite people acting like it has), you may want to consider a place with WiFi so homeowners can listen to the proceedings that way.
We use our clubhouse - why do you ask?
If you don't have one, you could try asking a community center, church or local library for starters. There may be a fee for this and you should try for something that will hold a fair number of people - 50 is a nice number, especially for annual meetings. These days with so many people going virtually (because COVID hasn't gone anywhere, despite people acting like it has), you may want to consider a place with WiFi so homeowners can listen to the proceedings that way.
My question is about Board meetings, not annual meetings.
DouglasK1 (Florida)
Posts: 2,046
Posts: 2,046
Posted:
A board members house.
Escaped former treasurer and director of a self managed association.
LisaB21 (Texas)
Posts: 97
Posts: 97
Posted:
Our monthly Board meetings are held virtually. Prior to COVID we met at our Management company's offices which is a short distance from our neighborhood. We found we get some homeowner involvement to dial in to the Board meetings since they are virtually. Hardly anyone ever attended when they were held in person at the PM's office.
KatyK (Florida)
Posts: 2
Posts: 2
Posted:
We either have them in our Amenity Center. If you don't have a clubhouse, I have had properties that rent out the local County's building that has meeting rooms but zooms are also an alternative. Lots of snow birds here and when we have a meeting over summer months, they cant physically be there so zoom has worked for us.
MichaelT21 (Arkansas)
Posts: 462
Posts: 462
Posted:
Ours are hybrid. I host from my house for board members and we have audio/video setup for Zoom so any homeowner can attend via Zoom. We usually get 0 - 1 homeowners out of 275 that attend by Zoom any given month. We got a whopping 10 people at our annual meeting last year via zoom (we did electronic voting so didn't need attendees for quorum purposes).
Lately, I have been pressed that it's unfair that I host from my house as it's not open to the whole community for in person, and thus, been asked to move the meeting 15 minutes away to a community room. I've been told that our Board meetings would be much better attended then.
I don't really want to move the meeting location though...driving to the other end of town requires time, and I prefer to have homeowners attend via zoom because it's easy to put them on mute and to send them to the waiting room during executive session.
Lately, I have been pressed that it's unfair that I host from my house as it's not open to the whole community for in person, and thus, been asked to move the meeting 15 minutes away to a community room. I've been told that our Board meetings would be much better attended then.
I don't really want to move the meeting location though...driving to the other end of town requires time, and I prefer to have homeowners attend via zoom because it's easy to put them on mute and to send them to the waiting room during executive session.
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Quote:
Posted By MichaelT21 on 08/19/2022 8:46 AM
Lately, I have been pressed that it's unfair that I host from my house as it's not open to the whole community for in person, and thus, been asked to move the meeting 15 minutes away to a community room. I've been told that our Board meetings would be much better attended then.
Lately, I have been pressed that it's unfair that I host from my house as it's not open to the whole community for in person, and thus, been asked to move the meeting 15 minutes away to a community room. I've been told that our Board meetings would be much better attended then.
I've hosted board meetings and have always invited those who desire to attend to attend.
Like you, we typically have zero to one member in addition to board members in attendance.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
I've read here about other boards that have board meetings in their homes dues to no suitable common area room. And they invite owners, sometimes because their states require open board meetings that Owners can attend.
Zoom has been great for our HOA, but some owners like to attend in person. Does R.I require open meetings? Can your home hold the few Owners who'd like to attend?
Our Bylaws restrict where board meetings and members meetings can be held to within 5 minutes of our premises. Do yours have any such restriction?
Zoom has been great for our HOA, but some owners like to attend in person. Does R.I require open meetings? Can your home hold the few Owners who'd like to attend?
Our Bylaws restrict where board meetings and members meetings can be held to within 5 minutes of our premises. Do yours have any such restriction?
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
Quote:
Posted By MichaelT21 on 08/19/2022 6:59 AM
Posted By SheliaH on 08/19/2022 6:50 AM
We use our clubhouse - why do you ask?
If you don't have one, you could try asking a community center, church or local library for starters. There may be a fee for this and you should try for something that will hold a fair number of people - 50 is a nice number, especially for annual meetings. These days with so many people going virtually (because COVID hasn't gone anywhere, despite people acting like it has), you may want to consider a place with WiFi so homeowners can listen to the proceedings that way.
We use our clubhouse - why do you ask?
If you don't have one, you could try asking a community center, church or local library for starters. There may be a fee for this and you should try for something that will hold a fair number of people - 50 is a nice number, especially for annual meetings. These days with so many people going virtually (because COVID hasn't gone anywhere, despite people acting like it has), you may want to consider a place with WiFi so homeowners can listen to the proceedings that way.
My question is about Board meetings, not annual meetings.
Same thing, so my suggestion stands. In my community, we use our clubhouse for board meetings, the annual and special homeowners meetings, although it's been years since we've had a special meeting. It holds 75, and in the 20+ years I've lived here, none of our meetings hit capacity (we may have been 10-15 people away from that).
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
The BOD meets at my house. While we do not need to post meeting times we will allow anyone wanting to meet with us to attend. That said, only once did an owner request to meet with us.
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
Quote:
Posted By JohnC46 on 08/19/2022 11:13 AM
The BOD meets at my house. While we do not need to post meeting times we will allow anyone wanting to meet with us to attend. That said, only once did an owner request to meet with us.
The BOD meets at my house. While we do not need to post meeting times we will allow anyone wanting to meet with us to attend. That said, only once did an owner request to meet with us.
ADD ON
Our Annual Meeting is held at the public library free of charge. An aside, if not for Proxies we would not make Quorum of 20% which is 23 to us.
JamesV3 (New Hampshire)
Posts: 50
Posts: 50
Posted:
Our Board meetings are Zoom. Notices go out ahead of time to all owners.
Our Annual usually the first or second week of December Is Held at our clubhouse.
However, our 2020 meeting was done via Zoom as our clubhouse was closed due to the pandemic.
Our Annual usually the first or second week of December Is Held at our clubhouse.
However, our 2020 meeting was done via Zoom as our clubhouse was closed due to the pandemic.
MichaelT21 (Arkansas)
Posts: 462
Posts: 462
Posted:
Quote:
Posted By KerryL1 on 08/19/2022 10:19 AM
I've read here about other boards that have board meetings in their homes dues to no suitable common area room. And they invite owners, sometimes because their states require open board meetings that Owners can attend.
Zoom has been great for our HOA, but some owners like to attend in person. Does R.I require open meetings? Can your home hold the few Owners who'd like to attend?
Our Bylaws restrict where board meetings and members meetings can be held to within 5 minutes of our premises. Do yours have any such restriction?
I've read here about other boards that have board meetings in their homes dues to no suitable common area room. And they invite owners, sometimes because their states require open board meetings that Owners can attend.
Zoom has been great for our HOA, but some owners like to attend in person. Does R.I require open meetings? Can your home hold the few Owners who'd like to attend?
Our Bylaws restrict where board meetings and members meetings can be held to within 5 minutes of our premises. Do yours have any such restriction?
The CC&Rs of my community simply say: "all meetings of the Board shall be open to all members".
We haven't had any homeowners request to observe the meeting in person. I think if a homeowner asked to observe the meeting in person, we'd have to consider how to accommodate them. With only a few exceptions, they would be welcome to observe at my house. We have had homeowners request hearings in person, but so far, have denied that request and held the meeting entirely by Zoom. Those requesting hearings are usually upset and frustrated, and I would not be comfortable hosting them at my house. In the future, we may have to have hearings in a public location.
I think 15 minutes away is problematic, so we might have to look at options closer by.
MichaelS56 (Minnesota)
Posts: 858
Posts: 858
Posted:
All of our Board meetings are by Zoom.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Ah, you're talking about executive session--Owner discipline-- which does not have to be open to all Owners in most states. Zoom makes the most sense.
It's usually the Bylaws that say whether board meetings should be open, not the CC&Rs. It seems you'd OK holding regular board meetings in your home, right MichaelT21?
It's usually the Bylaws that say whether board meetings should be open, not the CC&Rs. It seems you'd OK holding regular board meetings in your home, right MichaelT21?
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