Guidelines for the Homeowner Forum

As a board member of your HOA, you’ll find it worthwhile to schedule times to get input from homeowners, whether there is a specific issue on which opinions may differ, or to get a sense of direction for many decisions the board makes. 

Homeowners may attend any board meeting and be given an opportunity to comment on agenda items at the appropriate time.  Or the association may wish to schedule a Town Hall type of forum to hear owners’ concerns and to answer questions.

The following guidelines are helpful for board members to guide the discussion and share with homeowners in advance of meetings- perhaps through an association newsletter or website.

Suggested Guidelines for Homeowner Forums

In the state of Texas, residents are encouraged to attend and observe association board meetings, except during executive sessions. If you’d like to bring an issue to the board’s attention, you’re welcome to speak during the homeowner forum—generally at the beginning of the meeting.  So that everyone who attends has an opportunity for a meaningful exchange with the board, we ask that you observe the following guidelines:

·         Notify the association manager in advance of the meeting that you will be attending the board meeting and would like to speak.

·         Each person will be allowed to speak no more than five minutes. Please respect the volunteers’ time by limiting your remarks.

·         If you need more than five minutes, please put your comments in writing. Include background information, causes, circumstances, desired solutions and other considerations you believe are important. The board will make your written summary an agenda item at the next meeting.

·         Although we’re all neighbors, this is a corporate business meeting. Please conduct yourself accordingly.

·         You may be asked to sign in and provide your contact information.  You will be called in the order you entered. This also allows the board to contact you if we need further information and to report back to you with an answer.

·         The homeowner forum is an exchange of ideas, not a gripe session. If you’re bringing a problem to our attention, we’d like to hear your ideas for a solution too.

·         To keep the meeting businesslike, please refrain from speaking if you’re particularly upset about an issue. Consider speaking later, speaking privately with a board member, or putting your concerns in writing and e-mailing them to the board.

·         Only one person may speak at a time. Please respect others’ opinions by remaining silent and still when someone else has the floor.

We may not be able to resolve your concerns on the spot, and we will not argue or debate an issue with you during the homeowner forum. We usually need to discuss and vote on the issue first. But we will answer you.