03/23/2021
NW HOAM Training 1:
The Effective Operation of a Homeowners Association. Part 1
When a developer builds a subdivision that has common property or more than 13 lots the State of Oregon requires them to create a Homeowners Association, (HOA). They are 503-C7, non-profit corporations and need to be incorporated to protect the owners from liability. We can talk about incorporating at a later time.
There is a Board of Directors that has the responsibility to run this corporation. It is important to remember that no decision for the HOA can be made outside a duly called Board Meeting. Owners are required to be noticed of every Board Meeting at least 3 days before the actual meeting happens. This notice can be sent electronically to anyone who has not opted out of receiving notices this way, by mail, or the way many HOA's notice Board Meetings is with a sign at the entry or on the common mailboxes.
How do I run an Effective Board Meeting? With owners allowed to attend any Board Meeting, many times they also feel that they should have the right to speak. This can lead to meetings being unproductive and challenging. Here are some keys to running effective Board Meetings.
a. Plan ahead… come prepared.
b. Create an agenda and stick to it.
c. Have an understanding of the issues, such as hearings, maintenance, and budgets. If you are professionally managed and have questions, ask the manager. Make sure you are getting Board Packets for your meetings.
d. The role of the President is to keep the meeting on track.
e. Unless you have a different form for running meetings, in Oregon, Board Meetings are required to use Roberts Rules of Order. Learn how to use motions to guide your meetings.
f. Does everyone get to talk? No... Oregon Revised Statutes, (ORS) 94.640 (8) (a) states that owners are invited to attend but not allowed to speak. There should be a time in the meeting when an open forum is allowed so owners can address the Board. This should be timed and only allow owners to speak 3-5 minutes once in the open forum.
If you have specific issues you need help with we are happy to talk with you. Feel free to call us at 541-639-2228. There is no charge to talk about your issue! 😊
