Annual HOA meetings are important conferences where the board members discuss budgets, upcoming major projects, issues to fix in the community, and other matters. Therefore, it is evident that this meeting is amongst the most important ones that need to be held properly.
If you are an HOA board member, you must make sure that an annual meeting is appropriately planned to increase the attendance of community members. You can do it with a few simple steps. If you face trouble during the process, perhaps you will find the assistance of scottsdale hoa management companies helpful.
Simple ways to prepare for an annual HOA meeting
- Decide the agenda.
Agenda means what you are going to discuss during the meeting. You must make a list of the various topics you are going to be discussing and set the time limit for each one. You can ask the board members and homeowners to suggest the issues they think need to be addressed and then shortlist the most requested ones.
- Decide the date sooner.
One reason community and board members are often not able to make it to the annual meetings is that they were not informed at an appropriate date. It is important to remember that everyone has a job and other duties. Last-minute plans may not work for everyone. Make sure you inform everyone at least two months prior so they can mark it in their calendars.
- Educate the community about the meeting.
To make sure more people attend the meeting, you must send a notice or email to each homeowner and board member listing out all the issues to be discussed during the conference. This way, they can be aware of what to expect from the meeting and even take an interest in joining the discussion rather than ditching it.
- Throw a party.
An annual meeting for the community does not have to be boring. To get more people engaged, you can host a community party or an event sometime before the meeting. This does not have to be expensive. You can order a few pizzas and drinks and let people socialize. When people socialize, they might talk about the upcoming annual meet, which can be a great way to get them excited.
- Keep a suggestion box.
Homeowners, board members, and other people that are part of the community may have hundreds of opinions. It is not possible to allow everyone to speak and address every problem as it would require the whole day. To make sure nobody goes unheard, you can set up a suggestion box where people can write their questions, doubts, suggestions, or opinions on a piece of paper.