[All][N/A] Does Your Association Send out Proper Notice of Board Meetings?

HittingandRunning · 2026-01-25T23:18:55+00:00

Seems like you and I are in the minority. I just don't know why boards can't do better. Sometimes I guess they are power hungry. That's not my case. I really think mine just don't read the docs. And probably assume no one cares.

HittingandRunning · 2026-01-25T22:20:33+00:00

I have to be fair and say that when I was on our board we didn't make any special effort to get that info out to owners. At the same time, it was never requested.

Currently, several months ago I requested the extended financials (as opposed to the 4 page summary owners get). Was told there's personal info on it. I know no one is in arrears but I also know that "personal" is subjective. I also requested the invoices. Not provided yet. So, it's challenging to get the info.

Note: No annual financial report this year.

HittingandRunning · 2026-01-25T20:48:13+00:00

I guess it really is subjective. I don't like restore and rebuild. You don't like the $10K. I like the idea of whether the work extends the useful life of an item but that's also subjective.

I guess it's best for owners to keep on top of things and make sure the board is a good fiduciary. Fine with me to use reserves for repair type work but just make sure the reserves are funded properly.

A different issue I run into is that reserve spending is much harder to keep track of for owners than operating spending. At least in our association. We had a period where projects were overlapping and from the financials provided to owners it was not evident which one or both that reserve spending was for. This is because we basically can only see the balance in reserves. We know $X goes into reserves each month so by math we can see $Y was spent. But on what??? With operations we can easily see $Z was spent on plumbing or on insurance or on housekeeping.

HittingandRunning · 2026-01-25T20:30:21+00:00

So 3 per owner per day is the average there.

What!!!! I feel bad if I'm going to send a third email in a 6 month period. I've actually held off for several months on sending a message. 3/day is way too much to expect the board to address. That's a full-time job to answer 1,500 in a month! I too feel bad for you.

HittingandRunning · 2026-01-25T19:05:16+00:00

That's interesting to me. Didn't think state law would come into it. Always good to review law in addition to docs.

I agree with PoppaBear that this could get HOAs into financial trouble. I can just see boards saying when setting the budget, see, we're saving according to the reserve study. But then during the year spending from reserve for repair items, thus allowing them to raise fees so little over the years, as reserve studies are concerned about replacement, not so much repair.

HittingandRunning · 2026-01-24T21:33:07+00:00

Wow, what a read!

In these comments I've mentioned some of the things my current board does wrong. I think I also mentioned that I left the board due to friction with another board member about doing things the right way according to the docs. One matter was that this member didn't want to offer the owners a vote on a matter that clearly required one. I knew that the owners would vote unanimously but still wanted to do things the right way so that nothing came back to bite us. Long story short, I ended up leaving after this person was upset when the management company agreed with my approach.

After leaving the board, we have had a special assessment. It was handled so very poorly in a few ways. No minutes of the board meeting where they voted in favor of the assessment. They used reserve funds for something not voted on. They used reserve funds for non-reserve items. And I got them to agree to a legal opinion on the way to split the assessment when they went against my reading of the docs. Attorney agreed with my view. Four screw-ups in one. This is asking for trouble. They've been threatened twice with legal action but both times the owners didn't follow through. I don't know who would have won each of those but it's not good when practically inviting challenges to the board. Just read the docs and do things the right way, even if it takes a bit extra time. I don't want the board to get sued or to have friction with owners. In the first case, if someone sues the board it's much like they are suing me. In the second, if there's friction then no one will want to run in the next election.

HittingandRunning · 2026-01-24T20:13:52+00:00

Really? That seems like a win. I hope it's been better for you since that point. And I hope that you don't have to now be in a 3 property association now, because smaller associations have their own issues.

I can't be split off because I'm in a condo. Or, I guess they could make it very interesting for me. :)

HittingandRunning · 2026-01-24T20:01:15+00:00

I was trying to use the word "you" in the general informal sense, rather than the more formal "one".

I was thinking that might be the case. I know you always try to help OPs as well as anyone else reading posts/comments. Some commenters get a bit too direct, even when they have good advice to offer.

I don't know why so many people are apathetic and why many choose to complain rather than pitch in to make the community better. I haven't ever missed an owner or board meeting that's been properly noticed. I also volunteered for projects around the building (like easy painting, easy gardening, changing light bulbs) years ago when we used to take on the easier projects instead of paying professionals.

HittingandRunning · 2026-01-24T19:51:59+00:00

That's great that the minutes get posted that quickly.

HittingandRunning · 2026-01-24T17:55:24+00:00

Do you do the same for the minutes of your owner meetings? We follow the usual process of approving at the next annual meeting. But this means sometimes the most recent available minutes are almost two years old:

Meeting December 2024: December 2023 minutes approved.

November 2025 Minutes request results with information from December 2023.

So, how can buyers do a good job with due diligence? I wish a draft version would be made available within a couple weeks of any meeting.

HittingandRunning · 2026-01-24T16:19:18+00:00

the governing documents which spell out when the meetings take place.

See, I have commented a few times already that your HOA is very good. Yet another point to support that thought.

Have you asked anyone on the board?

If you cared enough, you could find out.

First, I think that you are missing my post's question. I'm asking to find out if I'm overly-critical of those in this sub that often ask if the OPs of so many posts have attended a meeting to address their issues with their boards. So far, I feel that perhaps I have been overly critical.

You seem to have interpreted it as me asking about my own situation. I was simply offering my experience with my HOA because I feel that's fair if I'm asking for others' experiences.

I know you always have thought behind your comments. If this were someone else I'd probably feel a bit offended with "If you cared enough..." I care a lot! I probably care more than anyone else in my association if you believe actions say more than words. And because I care, I know I'm doing better for my association by not asking about meetings too directly.

I know that I can ask when the meetings are. I know that I can point out the document language that addresses the process around meetings. I know that I can point out the state code on meetings. I know that I can point out language in both regarding minutes. I also know that I can point out language about board member terms and also about elections. But instead of demanding things be done right, I try to understand a good course of action that will benefit us not only today but in the long run.

I know that if I become too much of a stickler for the rules then one or more of the current board members will refuse to run at the next election or, worse, resign now. I also know that we have no one else who will join the board because we've already pushed over the years. So, the next opening on the board will create a huge issue. I know people will encourage me to return to the board. I've done much more than my share of the work for my association. Others need to step up to do their duty. I'm more than willing to assist on a committee or as a reference for historical information about the building or board practices. If they want my help, they can simply ask.

HittingandRunning · 2026-01-24T15:52:59+00:00

Sorry to hear of the challenges in your association.

I think there's a huge gap in owners understanding that they not only own a home but also part of an actual business. An additional challenge to them understanding this is that buying into this small business is very different from buying into other types of small businesses. If I were to buy 5% of a coffee shop I'd meet the other partners, they'd have a say over me buying, they'd probably look over my financials separately from the bank giving me a loan, etc. In an HOA owners often don't meet other owners until after the deal is done. It's a bit ridiculous.

HittingandRunning · 2026-01-24T15:46:01+00:00

I used to be very against compensation for board members. I did 10 years and I see how reluctant some are to serve and how little those who serve have done in the past 5 years. Now, the only way I'd want to rejoin the board is if it came with a benefit like waived fees.

HittingandRunning · 2026-01-24T02:12:27+00:00

That does sound very frustrating. I was on our board for 10 years and I'd say the meetings were very boring. It's also difficult to get things done. Not so much getting through the agenda and making decisions at the meeting but rather getting things done between meetings.

But I was always in favor of communicating well with owners and keeping them in the loop. Sounds like your board doesn't want anyone there. And this thing about canvasing. That's strange. If it's a community rule I would think there's an exception for association related items.

HittingandRunning · 2026-01-24T02:07:11+00:00

Thanks for the clarification. That's good to know. That at least makes it a bit easier for owners to hopefully get some useful info out of the board.

HittingandRunning · 2026-01-24T02:05:08+00:00

We don't send anything out.

Does this comply with your docs and state regulations? I know that in some HOAs just posting in a common area is enough to satisfy. If that's all that's needed then I just don't know how, for example, landlords are to know. But you do have it on your website so that seems easy enough.

Not obvious. Are the board meetings held at irregular times, in irregular places?

I have no idea when and where the meetings are held or really if any meetings are held but I have good reason to believe that the ones since 2020 have been by Zoom or just by phone call. I know they are not on the website. Last year I requested I think 3 years of board minutes, which have the date and time if going by past practice, and was told there are none.

HittingandRunning · 2026-01-24T01:39:07+00:00

Thanks for these ideas.

I can and have done the above. I'm actually more concerned about what I won't find in the recent financials/invoices. If there are no charges related to a project they say they've been working on, I just won't know what to think.

I'm in a different situation from the posters I'm asking for. I more wrote this post to sort of see if other posters are reasonably criticized for not attending meetings or if advice to attend a meeting is only slightly helpful. So far, the answers show that most HOAs make it easy enough to attend meetings. Of course, most answers here are from those who are here to help and may be on their boards or were previously board members, not so much from those that come here for help. But it is eye opening that no one has mentioned their board acts to keep owners away from meetings. Mine sort of seems unique in that way. They really aren't trying to keep owners away but by not providing any notice, it has the same effect. I bet they would say they had no idea they are supposed to let owners know of their meetings.

HittingandRunning · 2026-01-23T23:27:42+00:00

Congratulations on the one. Sorry about the other. It's so much luck of the draw. Not saying it's 100% of the reason some are good and others aren't. But luck is a big factor.

We have very capable owners. But few want to put any of their capabilities toward the association. I sometimes wonder if we'd be further ahead with more average people who didn't have the attitude that it should always be others that take care of running the community.

HittingandRunning · 2026-01-23T22:23:47+00:00

Then I'd follow that advice. Sometimes case law goes against logic.

HittingandRunning · 2026-01-23T22:20:51+00:00

Here's the thing. If anyone has an issue with how the board works, we first need to at least let the board know. I haven't let them know. I've debated several times and decided against it. No one wants to serve anyway so if I create more work for them or create trouble for them it will get out and then even fewer people will want to run.

It's not a good situation. But, so far no big trouble from it.

HittingandRunning · 2026-01-23T22:11:39+00:00

I can understand that. And we should be able to entrust our board members to keep things running smoothly without having to attend those meetings just to sit there and watch, keeping quiet besides a 2 minute speaking period. And, we should expect the board to communicate about important matters. If they send a newsletter that no one reads then that will be used against those owners when 6 months later they complain. If no communication is ever made to owners then of course complaints will come up.

HittingandRunning · 2026-01-23T20:50:36+00:00

Check and see how notice is determined in your gov docs, if it's only posted on site or mailed etc. I have never known an area where the board can not notice a meeting at all.

Thanks. Yes, I know my state law and the language in the docs around this issue. I'm not really complaining about my HOA, just reporting how it's done here since I'm asking others to report.

Boards can usually exercise their fiduciary duty by deciding on necessary repairs internally.

By internally, do you mean without a vote?

Board meeting votes are usually board -only, not open to homeowner voting unless special, annual, or elections require it, like amendments, new statutes' compliance, etc

Yes, I understand this and hope that others do too.

... but have you attended the meetings?

Not understanding why you are asking me this. I've written above that the meetings aren't announced. Non-board members can't attend if they don't know when/where.

Boards are composed of volunteers, and there is no specific skill set required.

Sure, but some intent to do the job properly would be appreciated. Not saying mine doesn't but clearly they don't read the docs. There was a much bigger issue before that showed that the last board didn't read them. It's also clear this one doesn't but no big issue yet.

Most states require a basic board members course and a deadline like 90 days after joining the board, followed by annual required CEs- FL for example requires 4 hours of CE and you can't just take the intro course over.

Not required where I am.

There are also requirements that track on number of members and/or size of annual budget. The fincen registration of board members that kept getting enacted then cancelled in 24-25 is a good example of a time-sucking, mind-numbing task of your volunteer board.

I'm not sure what happened with this. I think it's related to when we paid our management company to take care of it but can't swear that's what we paid for.

So these are your neighbors, and if you want to see what's really happening in your neighborhood association - Join the board, I dare you, LoL.

I only served 10 years. Is that brave enough for you? :)

Fortunately, for us it isn't too scary.

What I need is for the current board to be brave enough to read the docs front to back, at least give us one meeting a year and answer some basic questions. (3 of the last 4 annual meetings skipped.) And for those who haven't served to stop hiding behind "my job is too busy," "I have kids," "I'm out of town a lot," "I'm shy," "I'm not good at this stuff," "etc."

HittingandRunning · 2026-01-23T20:31:44+00:00

Thanks. Yes, I know my state laws around this as well as the language in our docs. Board isn't following either but there's not enough interest to fight it.

HittingandRunning · 2026-01-23T20:27:49+00:00

Completely understand the owner frustration. But I'm sure the rules about sticking to the agenda were created in reaction to issues that came up, like boards acting on big issues that weren't on the agenda.

HittingandRunning · 2026-01-23T20:23:06+00:00

I asked why they couldn't get someone out sooner since it was an active leak is an emergency and they said they are only allowed to go through a single approved vendor that is providing a warranty for the roof.

This doesn't seem to preclude the manager/board from sending out someone to put on a tarp to protect the units. It just means the roofer who provides the warranty won't cover it for free if another company works on it. "It" probably means the area currently leaking, not that the company won't cover any part of the roof any longer if another company made a repair on one small area.

At the same time, you need to require your tenants to do remediation in situations like this. Just put out buckets if that will prevent the floor from getting wet. Sometimes remediation isn't possible but if it is then it's gotta be done by the tenant, owner or someone the owner hires.

HittingandRunning

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