Board meetings are the heartbeat of your community’s governance. They provide a structured space for discussion, whether in-person or virtual, helping your board turn ideas into action and keep residents informed and engaged.

Whether you're a seasoned board member or attending your first meeting, understanding how meetings work (and why they matter) can help you participate with confidence and clarity.  

Types of Meetings: Different Forums for Different Needs

Just like in local government, different types of meetings serve different purposes. Knowing the difference helps ensure the right conversations happen in the right setting.

Membership Meetings

These are open to all homeowners and include:

  • Annual Meetings - Typically held once a year to elect board members, present financials, and share updates.
  • Special Meetings - Called for specific issues that require member input, such as amending governing documents.
  • Town Halls - Informal gatherings to discuss community concerns, upcoming projects, or changes.

Think of these like public forums or city-wide meetings, where every voice matters.

Board Meetings

These are held regularly (monthly, quarterly, or as needed) for the Board to conduct association business.

They may be:

  • Regular Meetings - Scheduled in advance with a standard agenda.
  • Special Meetings - Called to address urgent or specific matters outside the regular schedule.

These are your community’s version of city council meetings.

Open vs. Executive Session: Balancing Transparency and Privacy

Open Session

Most board meetings begin in open session, where homeowners can observe the Board’s discussions. While participation may be limited to designated times, transparency is key.

Examples of open session topics:

  • Reviewing financial reports
  • Discussing vendor contracts
  • Hearing committee updates
  • Addressing general resident concerns

Executive Session

This portion of the meeting is closed to non-board members and reserved for sensitive matters.

Examples of executive session topics:

  • Legal issues or pending litigation
  • Delinquent accounts or collections
  • Personnel matters or vendor
  • Contract negotiations

Think of this like a closed-door session in government—necessary for privacy, but handled with care.

Meeting Conduct and Best Practices: Keeping Things Productive and Respectful

To ensure meetings are effective and inclusive, most associations follow a few key practices:

  • The President presides over meetings, sets the agenda, and keeps discussions on track.
  • A quorum (minimum number of board members present) is required to conduct official business.
  • Each board member has one equal vote—decisions are made collectively.
  • The Secretary records minutes, which serve as the official record and are shared with members.
  • Robert’s Rules of Order are often used to guide meeting structure, unless the bylaws specify otherwise.
  • Urgent matters may be addressed outside of meetings, but only if permitted by the governing documents.

Tip: Always review your bylaws before making decisions outside of a formal meeting.

Our Role at Your Meetings: Support That Shows Up

At All-In-One, we believe our presence at your meetings isn’t just helpful, it’s essential. Your Community Association Manager (CAM) brings industry knowledge, procedural guidance, and a steady hand to support your board’s work.

We help with:

  • Preparing agendas and management reports
  • Offering insight into best practices and legal considerations
  • Facilitating vendor discussions and project updates
  • Ensuring meetings stay focused, fair, and productive

Before scheduling a board meeting, be sure to check your manager’s availability. We want to be there when it matters most, so your board can lead with confidence and clarity.