Establishing the Agenda for Business at HOA Board of Director Meetings

Homeowners associations conduct business through their directors and the various people who are designated as agents or employees of the association that may be delegated certain responsibilities and authority to act on behalf of the Board of Directors. Although agents and employees, such as management personnel, may be delegated responsibilities and authority, the ultimate responsibility for their actions lies with the association’s board of directors. When a homeowners association’s board of directors acts on business of the association that does not involve an emergency, it does so collectively at a proper regularly scheduled or specially noticed meeting of the association’s board of directors. Separate and apart from the regular and special meetings, the association’s directors can take collective action at any time to address emergency situations.

Establishing the Agenda for a Board Meeting

The business that is conducted at a regular or special meeting of an association’s board of directors is decided in advance of the meeting and is placed on a written agenda for the meeting that is then circulated to all of the association’s members along with the notice of the meeting. The purpose of creating and circulating the agenda in advance of a meeting is to make all association members aware of the items of business that are going to be considered and acted upon at a particular meeting. As most board meetings are open to the association members, any member who has an interest in a particular item of business that is on the agenda for a meeting can then attend the meeting to observe the action that is taken and offer their thoughts about the item of business in the open forum session of the meeting.

Who Determines the Agenda Items?