How’d They Do That? 8 Secrets to Good Attendance at HOA Meetings

Ever feel like the odds of pulling off a well-attended hoa meeting is as likely as spotting a unicorn in a field of four-leaf clovers? There are lots of reasons people may not be able, or even want, to attend board meetings. Here are eight ways to make them change their minds – and adjust their schedules.

 

1. Awesome refreshments. Don’t bother with standard-issuedrycookies and bad coffee.Is there a bakery down the street from your development with to-die-for macaroons? A hole-in-the-wall coffee shop that people clamor for, or a produce stand with delicious, seasonal fruit?  If you’ve got some popular establishments in town, use the refreshments themselves as a way to attract homeowners – and a good opportunity to support local businesses.
2. Time, location? Mix it up! Maybe you’ve had meetings at the same time for years, but it could be that that time slot just doesn’t work for a lot of homeowners anymore. The community clubhouse location might make sense logistically, but a change in venue could be fun. Try moving your Monday evening meetings to a Thursday, and try moving from the inside a meeting room to the community pool deck, or even a board member’s backyard. See if mixing up the time and location isn’t a refreshing break from the norm.
3. Change frequency: Sometimes less is more. Consider having less frequent meetings – if you’re scheduling too many, you’re not making the best use of your time, or anyone else’s. Holding fewer meetings could actually lead to more productivity (and happier homeowners).
4. Free childcare? I’ll be there. A lack of childcare options can keep even the best-intentioned homeowner away. Hire babysitters to watch the kids in a nearby room, so that parents can relax and focus on their participation in the meeting. You can advertise for licensed babysitters in your community, or consider asking parents to volunteer and rotate childcare duties.
5. Prizes and raffles! Everybody likes to win sometimes. Consider gift cards to local establishments – you may even have homeowners who are also business owners, and would like to donate a gift basket, certificate, or discount on services.
6. Publicize, publicize. Utilize every medium available – flyers at their doors, community bulletin boards, social media, mailboxes, word-of-mouth – to let homeowners know of meeting times and dates. Let them know the times and dates well in advance, and let them know what will issues will be covered in that meeting.
7. Use your time effectively. Keep your meeting on track! Stick to the items on the agenda, stick to the time allowed, and don’t get sidetracked by minutiae – those details that could and should be addressed outside of the meeting.
8. Let everyone have a voice. Ensure that there is reasonable time allotted at meetings for homeowners to ask questions and voice concerns. Don’t be afraid, though, to gently reign in a person who is dominating the discussion, being a bully, or preventing others from having their say.