If you haven’t done so already, it’s time to start planning for your annual HOA board meeting. A goal of these meetings is to get resident to attend in order to keep members informed and involved. Even though many condo and HOA residents often don’t show up to HOA meetings, there are some steps you can take to try and bring in more members to the annual meetings.
Set the Date Early
Decide on a meeting date early, and give members notice far in advance so they can make note of it and have it in their minds and on their schedules. That way, there’s little room for excuse to not show up when the date does com around.
Advertise and Remind
Once you’ve set the date of the annual meeting, have a plan ready to remind members it’s coming up. Detail the meeting in your HOA newsletter and mail out postcards about a month before the meeting dates.
Plan a Social Get-together
Think about the main demographic of your membership, then plan a social function, like a luncheon, that fits their schedules and lifestyles to encourage members to show up. An event involving food is usually a good idea for increasing attendance, and it hopefully can lead to encouraging neighbors to attend as well.
These don’t have to be anything big — maybe just a special announcement that will be made or a speaker to talk about some of the issues your association is currently facing. Another option is having a drawing for only those who attend, like the chance to win bigger ticket items.
Importance of the Annual Meeting
A lot can happen in the annual meeting. Not only will you discuss the previous year and plans for the new one, annual meetings often include electing new HOA board members or the chance to vote on changes or issues within the association. It’s important to keep annual meetings positive and celebrate milestones, as well as prepare members for any special assessments that might come with the new year.
Bringing everyone together for the meeting is also a good opportunity to encourage relationships within the community and allow members to share their honest input.
Preparing for the Meeting
A lot of time and effort is involved in planning and organizing an annual HOA board meeting. The organizer will need to write an agenda, send reminders to board members, and prepare any ballots needed for voting new members.
An HOA manager can help with annual meeting preparation to ensure everything moves smoothly. They will manage the fielding of member questions before the after the meeting, gathering information on what’s happening in the community, and all other support needed for board members during the process.
Cedar Management Group can help you through the process of scheduling, preparing, and running your community association’s next annual meeting. Contact us today to find out how we can assist you.