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HOA board meeting agenda template
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A good agenda keeps a volunteer board to an hour. This one works in any state: print it, cross out what does not apply, and add the items your own bylaws require.
Notice rules, executive-session rules and who may attend differ by state and by association, so check your bylaws and ask your attorney. The Georgia notes at the bottom quote the statute word for word. This is general information, not legal advice.
- Call to order. Note the time and who is chairing.
- Confirm the meeting was noticed as your bylaws require.Record the date and method of the notice in the minutes.
- Roll call, and confirm there is a quorum.Your bylaws set the number. Write down who is present and who joined by phone or video, if allowed.
- Conflict-of-interest check.Ask whether any director has a personal stake in an item today. Record the answer and have that director step out of the vote.
- Adopt the agenda.Add or move items by a quick vote.
- Approve the minutes of the last meeting.Send them out ahead so this takes two minutes.
- Treasurer’s report.Bank balances, income and spending against the budget, the reserve balance, and a summary of overdue accounts.
- Violations and architectural requests.Open items, decisions needed, hearings scheduled. Keep owner names out of the open record unless your process requires them.
- Maintenance, vendors and bids.Work in progress, bids to approve, contracts coming up for renewal.
- Old business.Go through last meeting’s action items: done, or carried forward with a new date.
- New business.One motion at a time. A second, a discussion, a vote, and the result recorded.
- Owner comments.Set a time limit per speaker. Follow your bylaws on whether owners may attend and speak.
- Executive session, only if your bylaws and state law allow it.Say the general reason before closing the door, such as legal advice or a personnel matter, and reconvene to vote in public if required.
- Read back the action items.Each one has a name, a task and a date.
- Set the next meeting. Adjourn, and note the time.
Georgia notes: what the statute says
“Notice shall be given to each lot owner at least 21 days in advance of any annual or regularly scheduled meeting and at least seven days in advance of any other meeting and shall state the time, place, and, for any special meeting, purpose of such meeting.”
“Unless the instrument or bylaws specify a larger percentage, the presence of persons entitled to cast one-half of the votes of the board of directors shall constitute a quorum for the transaction of business at any meeting of the board.”
“Expect directors to disclose to the other directors on the owners' association's board of directors any conflicting interest with respect to a transaction;”
“At the annual meeting, comprehensive reports of the affairs, finances, and budget projections of the association shall be made to the lot owners.”
Not legal advice. This page is general information for volunteer boards. It is not legal advice, and laws and documents differ. Ask your association’s attorney before you act on it.
Questions
- How long should an HOA board meeting be?
- Most volunteer boards aim for an hour. Sending the treasurer’s report and last meeting’s minutes in advance keeps the meeting for decisions.
- Does the agenda have to go to the owners?
- It depends on your bylaws and your state. Many associations send the agenda with the meeting notice. Check your documents, and ask your attorney if they are silent.
- What can we discuss in executive session?
- Rules vary by state and by association. Legal advice, pending litigation and personnel matters are common examples. Check your bylaws and ask your attorney before you close a meeting.
- What counts as a quorum for a board meeting?
- Your bylaws decide. In Georgia, for a property owners’ association, the statute sets one-half of the votes of the board unless the instrument or bylaws specify a larger percentage, as quoted below.
Keep reading
- Free toolAnnual meeting notice checklist (printable)A one-page checklist for noticing a Georgia HOA annual meeting.
- GuideHOA treasurer duties: a plain-language checklistThe treasurer keeps the association’s money records honest: what came in, what went out, and what is owed.
- GuideSelf-managed HOA in Georgia: your first 90 days as a boardIn the first 30 days, get control of the documents, the bank account and the officer list. Nothing else works without them.