Home Owner's Association (HOA) meetings are critical for all members of an HOA to attend. Low attendance doesn't only result in community members being out of the loop; it can negatively impact a community.
The sharing of key information, important votes, and discussions about HOA fees happen at HOA meetings. Missing out on these occurrences can lead to serious confusion, budget shortfalls, and non-compliance with rules and regulations. It also makes enforcing rules much harder.
If you want to avoid these adverse effects, it's good to boost meeting attendance. Learn how to do that in this quick guide.
Choosing the Right Date and Time
Selecting a date and time that's convenient or at least realistic for everyone is paramount. When scheduling HOA board meetings, getting everyone's input can help you pick the right time.
Consider when people are working and picking their children up from school. You can also try using a meeting coordination tool if you have a larger group.
Inform Residents Well in Advance
Once you have your meeting time(s) set, give notice well in advance. This starts by choosing a date that is far enough in the future for people to plan to be there.
Be sure to publicize the meeting date in as many ways as possible. Use flyers, letters, emails, and social media to remind the HOA board of the upcoming meeting.
Allow Virtual Attendance
Another way to work around scheduling issues is by allowing people to attend meetings over a streaming platform or online meeting space. It's possible to conduct your entire meetings on one of these platforms.
This saves time and allows you to escape having to secure a suitable venue. The only drawbacks are if you have members who struggle with technology or if inadequate AV equipment is a profound issue.
Set an Agenda and End Times
Sometimes, a person's reason for skipping a meeting is that they don't like it when meetings ramble or when there's uncertainty about an end goal or time. Setting an agenda and a fixed time to end both go a long way in working around this conundrum. This will allow you to get straight to business, help you stay on target, and move quickly to the meeting's fun part.
Offer Incentives
Finally, incentives help people attend meetings, not only for free stuff but also because the attendees feel seen and appreciated. Incentives can be as simple as cookies and coffee afterward or as elaborate as gift cards or entertainment.
Make Your HOA Fees Go Further
Another reason it's important to have most or all of the homeowners association members present is because, at the end of the day, everyone pays HOA fees. People not having their voices heard when they've paid their HOA dues is less than ideal.
You can boost attendance by choosing the right date well in advance, publicizing the meeting, and allowing virtual attendance. Agendas and incentives also boost participation.
Association management can help coordinate these efforts seamlessly. At PMI Rosswell, we bring a high level of professionalism, dedication, and 20 years of experience to the table. Get unbeatable association management today and make your HOA fees go further.
