Both board members and unit owners must follow proper HOA meeting etiquette. Etiquette promotes productive and harmonious meetings. Common sense rules apply, but many would be surprised to find that respectful behavior doesn’t come naturally to some people.
What is the Proper HOA Meeting Etiquette?
Meetings are a natural part of condominium and HOA operations. These communities hold annual meetings, board meetings, and special meetings where association business takes place. Without proper etiquette, these meetings can quickly become chaotic and derailed.
Here’s what proper HOA meeting etiquette entails.
1. Arrive on Time
Meetings begin at a specific time, and those who plan to attend should be punctual. Board members, in particular, should arrive early and respect others’ time. Since board members play a key role at these meetings, arriving late would delay the agenda.
Unit owners have a little more room for tardiness, but that’s still no excuse. Meeting times are advertised in advance through the meeting notice. If owners arrive late, they should enter the room quietly and avoid disrupting the meeting.
2. Follow the Agenda
Every meeting should have a structured agenda. This agenda dictates how the meeting should proceed, moving from one topic to the next. Board members should strictly stick to the agenda to maintain efficiency and productivity.
Before the meeting, boards and owners should review the agenda to know what will happen. If an owner brings up a topic that isn’t on the agenda, the board should acknowledge and table it for a future meeting. It is worth noting that Illinois law requires board meetings to include an open forum (765 ILCS 160/1-40).
3. Wait for Recognition
During the meeting, unit owners may want to raise an issue or ask a question. While there is nothing wrong with that — in fact, boards encourage participation in any form — owners shouldn’t just interrupt others. Instead, they should raise their hand and wait for the chair to recognize them before speaking.
4. Be Respectful
As part of proper HOA meeting etiquette, boards and owners must demonstrate respect at all times. During discussions, it is important to maintain a calm and professional demeanor. This means avoiding personal attacks and heated debates.
Of course, it is normal for people to have different viewpoints and opinions. But such discussions can quickly become tense and combative. Boards and owners should adopt a considerate mindset and use a polite tone to prevent fights. If emotions start to run high, it’s a good idea to pause or take a short break before speaking again.
5. Silence Devices
Distractions should be kept to a minimum, and loud noises are a common example. Residents should set their phones to vibrate or silent to prevent them from going off in the middle of a discussion or vote.
6. Keep Comments Brief
When providing comments or feedback, make sure to be concise. Do away with unnecessary remarks or fillers. Instead, focus on getting the core message across. Ensuring everyone has a chance to participate is a big part of HOA meeting etiquette.
7. Participate Constructively
Participation is highly encouraged, but that doesn’t mean all comments or observations are appreciated. If an owner has nothing valuable to say, it’s best to keep their remark to themselves. The focus should be on coming up with solutions rather than giving out arguments.
8. Listen Actively
This applies to both board members and unit owners, but especially to the former. When someone is speaking, board members should pay attention, even if they don’t agree with the viewpoint. Practice active listening instead of just hearing, then acknowledge what was said.
9. Follow Proper Protocol
Robert’s Rules of Order exist for a reason. Meetings should follow motions and seconds for proposals to avoid confusion and keep things on track. It also encourages others to speak on their turn instead of making comments at any time.
10. Don’t Disrupt
It should be an obvious part of proper HOA meeting etiquette, but some people don’t abide by it. Board members and owners should avoid interrupting others when they are speaking. That said, speaker time is often limited by the rules, and everyone should be mindful of them.
Additional Tips for Board Members
In general, board members are held to stricter standards than unit owners. Here are some additional tips for HOA board meeting etiquette.
1. Prepare Ahead of Time
Board members usually have more to discuss, present, and vote on during meetings. For this reason, they should prepare in advance. This means reading the agenda, researching agenda topics, and preparing any materials to be used.
When boards fail to come prepared, they can delay the meeting and look unprofessional. Readiness ensures that the meeting stays on track and productive.
2. Maintain Order
To promote proper HOA meeting etiquette, board members should actively manage the meeting. It is usually the president’s job to preside over meetings, keep discussions on topic, and move from one subject to the next with ease. If someone has reached their limited speaking time, politely ask them to wrap up.
3. Be Impartial
Board members should always remain objective and neutral. They should make decisions based on the best interests of the community as a whole. If two residents get into a verbal spar, the board should step in and avoid taking sides.
Impartiality also entails accurate documentation. The meeting minutes should reflect facts, not personal opinions or side comments.
4. Send Reminders
To ensure everyone stays on the same page, boards should remind everyone of proper HOA meeting etiquette. Associations can include these reminders with the meeting notice and agenda. They can also post them at the meeting entrance or distribute them to attendees as part of the meeting packet.
The Key to Better Meetings
Proper HOA meeting etiquette is essential to conducting productive, respectful, and orderly meetings. Boards should do their best to set a good example for residents. At the same time, boards should also educate residents on how to behave at meetings.
First Community Management provides expert HOA, condo, and co-op management services to communities in Chicago. Call us today at (312) 829 8900 or contact us online to learn more!