Tag: board meetings

PODCAST: Key Strategies to Improve Your HOA Board Meetings 

Posted on by Wendu Ejim

PODCAST: Key Strategies to Improve Your HOA Board Meetings 

Posted on by Wendu Ejim

Are you a member of your Homeowners Association (HOA) board and find yourself leaving meetings feeling more frustrated than accomplished? If so, you’re not alone. Many board members face similar challenges.

On episode 50 of HOA Insights: Common Sense for Common Areas, Noah Maislin of Minutes Solutions and Robert Nurdlund of Association Reserves discuss best practices for HOA board meetings.

Having a productive meeting starts with preparation. In this episode, Noah Maislin emphasizes the need for board members to be armed with accurate information and well-thought-out ideas to ensure meaningful conversations during the meeting.

Transform your board meetings from dreaded tasks into efficient and even enjoyable sessions. Tune in to this episode to learn from the experts and bring a new level of professionalism and organization to your board activities.

Listen Here

Minutes Solutions Inc.

As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for organizations in a wide variety of industries. As community association experts, Minutes Solutions is trusted to take minutes for the Community Associations Institute (CAI). 

Since 2014, the company has provided minute-taking services for over 50,000 meetings for more than 4,000 communities and organizations across North America. Its cohort of over 150 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Wendu Ejim

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Wendu Ejim

Join Matt McEwan of Minutes Solutions, and Steve Roderick and David Velasco of JGS Insurance, as they dive into the realm of community association meetings in episode 159 of Community Association Car Chat.

In this episode, they discuss the challenges of minute taking for community associations and the benefits of professional minute takers. Matt walks you through the process of utilizing our minute-taking services and highlights the key qualities that make a great minute taker.

Additionally, he delves into the differences between minute takers and stenographers, providing valuable insights to help you navigate your options effectively.

Ready to enhance the efficiency of your community association meetings? Watch the video to gain valuable insights and learn how to start putting your meeting minutes to work.

Watch Here

Minutes Solutions Inc.

At Minutes Solutions Inc., we don’t just document meetings; we transform them. With a wealth of experience specializing in professional minute-taking for community associations, our team stands ready to elevate your meetings to new heights. As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute-taking services for over 50,000 meetings for more than 4,000 organizations across North America. Its cohort of over 150 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.

What are Robert’s Rules?

Posted on by Matt McEwan

What are Robert’s Rules?

Posted on by Matt McEwan

Meetings are supposed to be where critical decisions are made, but they can become frustratingly chaotic if discussions get off track or emotions run high. Using a structured framework called a “parliamentary authority” ensures that meetings are productive, fair, and focused. While there are several authorities, the most well-known is Robert’s Rules of Order – more than just a set of regulations, they’re a tool for better governance and collaboration.

The Core of Robert’s Rules

For those asking, “What are Robert’s Rules?” motions are the lifeblood of this procedural framework. Every significant action starts with a motion, followed by debate and voting:

  1. A member says, “I move that…” to propose an action.
  2. Another member seconds the motion to signal agreement to discuss.
  3. The chair opens the motion for debate, ensuring everyone has the chance to speak.
  4. The motion is put to a vote and the decision is recorded in the minutes.

Every motion must be addressed — whether approved, amended, postponed, referred to a committee, or voted down. Motions come in various types, each serving a unique purpose:

  • Main Motions introduce new business.
  • Amendments modify or clarify an existing motion.
  • Privileged Motions address urgent matters unrelated to the current discussion.
  • Incidental Motions resolve procedural questions (e.g., points of order).

During debate, speakers must be recognized by the chair, comments must remain relevant to the motion, and enforcing time limits will help keep discussions focused. If debates become unproductive or tensions rise, calling a vote can bring focus back to the core issue; this is a procedural tool that anybody can use to advance the meeting.  

The process might feel formal, but it prevents confusion, mitigates conflict, and keeps discussions on track. Without structure, members can derail progress and abusive behaviour can escalate. Rules of order establish boundaries and ensure meetings are respectful and goal-oriented.

Using Rules to Keep Meetings Productive

Beyond mitigating conflict, Robert’s Rules offer procedural tools to keep meetings efficient, with terminology such as:

  • Call the Question: When a debate becomes repetitive, any member can propose to end the discussion by calling the question to then vote on the core issue. A motion to call the question requires a two-thirds majority to pass.
  • Point of Order: If someone veers off topic or violates meeting rules, another member can use this tool to refocus the discussion.
  • Refer to Committee: For complex issues, forwarding the matter to a smaller group for detailed review allows the larger meeting to continue without getting bogged down in minutiae.

In extreme cases, the chair can use Robert’s Rules to take decisive action, such as delivering a rules-based pronouncement or even removing a disruptive individual. These measures ensure that even contentious or complicated issues are handled systematically.

Voting: Turning Discussion into Action

Voting is the culmination of every motion and can be conducted in various ways:

  • Voice Vote: A quick “aye” or “nay” works for straightforward decisions.
  • Roll Call: A recorded vote that identifies how each member voted ensures accountability on contentious issues.
  • Ballot Vote: An anonymous option, ideal for elections or sensitive topics.
  • Unanimous Consent: For non-controversial matters, the chair can ask, “Is there any objection?” If none is raised, the motion passes.

By tailoring voting methods to the context, board members ensure decisions are transparent and equitable.

Preparing for Better Meetings

Use these steps to set your meeting up for success long before the call to order:

  1. Create a Clear Agenda: Include time to discuss key items like reports, unfinished business, and new proposals. A consent agenda can streamline routine matters, leaving more time for substantive discussions.
  2. Distribute Resources: Share cheat sheets or summaries of Robert’s Rules with participants to build confidence and clarity around participation.
  3. Empower the Chair: A skilled chair keeps discussions focused, ensures fair participation, and delivers rules-based decisions when necessary.
  4. Adapt the Rules: For smaller or informal groups, simplify the procedures and minimize Robert’s Rules jargon to fit your organization’s needs.
  5. Hire a Professional Minute Taker: Expert minute takers understand procedural elements such as motions and amendments. They are trained to record the results of motions, significant decisions, and assigned action items, and to avoid unnecessary details that might obscure what truly matters.
Advantages and Challenges of Robert’s Rules

While widely recognized for their utility, Robert’s Rules are not without their complexities.

Advantages

  • Streamlined Meetings: Only one motion or issue is discussed at a time, preventing digressions and ensuring efficiency.
  • Democratic Participation: Every member has the right to speak before anyone speaks a second time, fostering inclusivity and collaboration.
  • Clear Accountability: Votes and decisions are clearly recorded and communicated, enhancing transparency and organizational integrity.

Challenges

  • Learning Curve: New users may find the detailed rules overwhelming.
  • Potential for Manipulation: Savvy participants could exploit procedural nuances to delay progress or dominate debates.
  • Rigidity: Strict adherence may hinder creativity in less formal settings.
Getting Started with Robert’s Rules

If you’re new to parliamentary procedures and asking what are Robert’s Rules, know that a wide range of organizations including non-profits, corporate boards, and government bodies successfully use them to foster transparency around their public decision-making. Whether a small community meeting or a multinational boardroom uses Robert’s Rules, they help organizations lead with confidence and collaboration and provide a structure to navigate complex issues and diverse opinions.

For those new to Robert’s Rules, mastery lies in building foundational knowledge and practical experience:

  1. Understand Core Procedures: Familiarize yourself with motions, voting processes, and meeting roles.
  2. Keep Resources Accessible: The 12th Edition of Robert’s Rules of Order Newly Revised is the definitive guide to the question of what are Robert’s Rules.
  3. Start Small: Practice in informal settings to build confidence in applying the rules.
  4. Don’t Be Intimidated By Jargon: Smaller boards (e.g., up to 10 members) with a casual style do not always need to use all Robert’s formal terminology. Small bodies can follow the principles without using all the lingo.  
  5. Seek Expert Guidance: Organizations like the National Association of Parliamentarians offer resources and training for deeper understanding.

The next time your meeting teeters on the brink of chaos, remember: structure, fairness, and clarity are just a motion away.

Good Governance: The Vital Role of Community Association Boards

Posted on by Wendu Ejim

Good Governance: The Vital Role of Community Association Boards

Posted on by Wendu Ejim

Introduction

Community associations are more than just a collection of homes with community-wide rules. Community associations are dynamic neighbourhoods where governance shapes not only property values but also the quality of life. At the heart of this delicate balancing act is the board of directors, a group of dedicated owners who volunteer their time to help govern the community. These volunteers do not simply maintain the status quo; they have the opportunity to create a vision and structure that transforms a group of homes into a thriving community.

Not surprisingly, governance comes with challenges. Board members must manage assets, resolve conflicts, and make decisions that impact every resident. The stakes are high, and the responsibility is immense. Yet, with the right approach, a well-functioning board can foster trust, transparency, and a true sense of community.

Upholding Governing Documents

The governing documents of a community—its by-laws, declarations, and covenants—serve as its constitution, defining how it’s run and how community members interact within it. While board members come and go, these documents remain the core of the community’s identity. The board serves as the guardian of these foundational rules, upholding the values of the community and its members.

This is no small task. Upholding governing documents requires not only enforcement but also the ability to be a fair judge. Residents expect rules to be applied equitably, without favouritism or unreasonable rigidity. By ensuring compliance, the board lays the foundation for a community built on trust and mutual respect.

Decision-Making

Policies established today shape tomorrow’s harmony, and deliberations are where these policies take form. Thoughtful, inclusive discussions that consider legal obligations, resident input, and long-term implications are the backbone of a board that is trusted by the community it serves. Decisions made by the board impact the community, so meeting minutes are more than procedural necessities; they are living, breathing documents that ensure governance transparency. Clear, accurate documentation provides residents insight into the board’s reasoning, reinforcing community trust and accountability.

The Element of Trust

Trust transforms governance into collaboration and is earned through consistent, transparent board actions. Boards that communicate openly, listen to their communities, and act fairly toward residents build—and reinforce—the foundation for trust.

A transparent board:

  • Keeps residents informed by sharing updates on budgets, policies, and upcoming decisions.
  • Involves the community by opening meetings for homeowner input and addressing concerns in real time.
  • Builds credibility by documenting and publishing decisions with thorough and accurate meeting minutes.

Transparency ensures that residents understand not only what decisions are made but also the rationale and motives behind them. This clarity adds credibility to board actions, ensuring that doubt or mistrust doesn’t overshadow the board’s authority.

Financial Stewardship

Residents rely on their boards to manage their dues responsibly and transparently. Open financial reporting, timely assessments, and clear communication about expenditures foster trust. Budgets reflect community priorities, and financial statements show how the board has worked to fulfill its commitments. Residents expect full fiscal accountability, and the importance of transparency cannot be overstated. In the hands of a capable board, the community’s financial standing becomes a way to create a roadmap to shared goals.

Rule Enforcement

Rules are the glue of a peaceful community, and enforcing them presents real challenges for the volunteers who must ensure the rules are followed. Fair enforcement is essential. Playing favourites or ignoring infractions undermines credibility, while consistent, transparent processes build respect. Boards must balance authority with empathy, addressing violations without alienating residents. Thoughtful enforcement transforms rules from penalties into tools for guiding residents toward shared expectations and mutual understanding.

Using Communication as a Tool

A community without communication is a ship without a captain. Boards must act as conduits of information, ensuring residents are informed and involved. For sizeable communities, newsletters, websites, and town halls aren’t optional; they’re essential tools of governance.

Meeting minutes play a pivotal role, offering clarity on decisions and demonstrating the board’s commitment to openness. When communication flows freely, trust is the natural outcome.

Boards should adopt communication policies that:

  • Establish clear processes for how residents can contact the board or management, ensuring multiple accessible channels such as e-mails and meetings.
  • Set standards for responsiveness, including timelines and tone.
  • Foster openness by sharing decisions and important updates transparently, including bad news, instead of withholding information and potentially allowing mistrust to take hold.
  • Anticipate resident concerns and address them before they escalate, starting by encouraging resident involvement in governance.

Adopting this mindset allows boards to move from being in the position of damage control to that of trust-building.

Action Steps for Transparent Governance

Building trust and maintaining good governance requires deliberate action. Boards can implement practical strategies such as:

  • Regular Newsletters: Share updates on community events, board decisions, and key dates.
  • Accessible Records: Respond promptly to requests for meeting minutes, budgets, and other official documents.
  • Open Meetings: Dedicate time for homeowner feedback and ensure meetings are easy to attend.
  • Visible Leadership: Host informal Q&A sessions or meet-and-greets to humanize the board and build rapport.

These actions go beyond procedural requirements and minimum expectations by fostering a culture of openness and collaboration.

Conclusion

At its best, governance is not about control but connection. Through connection, boards can cultivate communities where trust is the foundation and progress is the legacy. Their role in maintaining good governance is critical to the health and harmony of their neighbourhoods.

By communicating openly, enforcing rules fairly, involving residents, and listening actively, boards can transform governance from a series of obligations into a shared vision for success. Trust and transparency are not just ideals—they are tools that empower boards to serve their communities with integrity and confidence.

Bolstering Your Board: Tips for Supporting Nonprofit Boards

Posted on by Wendu Ejim

Bolstering Your Board: Tips for Supporting Nonprofit Boards

Posted on by Wendu Ejim

In the realm of nonprofit leadership, addressing the intricacies of board dynamics is essential. Nonprofit boards encounter a spectrum of challenges, from recruitment hurdles to strategic misalignments between boards and staff, and other pitfalls that can impede organizational growth. 

Navigating these challenges requires a strategic approach to achieve effective board governance.

In this power-packed webinar, Matt McEwan of Minutes Solutions, Jill Krumholz of RealHR Solutions, and Barbara O’Reilly of Windmill Hill unravel the complexities of nonprofit board management. They share valuable insights on building strong relationships, strategic planning, fostering collaboration and a culture of open communication, as well as leveraging technology for effective board support.

This webinar is not just a discussion; it’s a roadmap for nonprofits to overcome hurdles, enhance board effectiveness, and, ultimately, drive impactful change. Whether you’re a seasoned nonprofit professional or just starting, the insights shared by the panelists offer actionable strategies to elevate your organization. 

To access the full webinar, simply follow the link provided.

Watch Here

Minutes Solutions Inc.

Minutes Solutions is your trusted ally, dedicated to enhancing the efficiency and accountability of nonprofit organizations. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for nonprofit boards across various fields. Since 2014, the company has provided minute taking services for over 45,000 meetings for more than 3,000 organizations across North America. Its cohort of over 125 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices. This commitment ensures that nonprofit boards can streamline their administrative processes, allowing them to focus on their core mission.

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

A can’t-miss session at the 2023 CSAE Annual Conference in Montreal

Speaker
Matt McEwan
VP, Sales & Marketing – Minutes Solutions Inc.

Date
November 10, 2023, at 11:15 a.m. – 12:15 p.m. 

Room
Rue McGill

As the Canadian Society of Association Executives (CSAE) annual conference in Montreal draws closer, we’re excited to spotlight a compelling session on our agenda, put on by our own Matt McEwan: “Can Radical Transparency Work for Associations?”

With the continuous evolution of digital technology and the growing demand for accountability in the corporate world, the concept of radical transparency has become a hot topic of discussion. But can such an audacious idea find a home in the world of associations?

Imagine a world where employees and members of your association are privy to the core of its operations – from staff salaries to daily communications. At first glance, it may sound chaotic, perhaps even a bit alarming. But dive deeper, and a vast sea of possibilities emerges from such openness.

Radical Transparency: A Boon or a Bane?

This question forms the essence of this session. It’s not just about exposing the underlying mechanics of your association. It’s about questioning the traditional norms, exploring the uncharted territories of management philosophy, and gauging the effects of such transparency on collaboration, trust, employee satisfaction, and overall operational efficiency.

What if lifting the curtains on your association’s strategic objectives and financial metrics leads to greater member engagement? What if it results in unbiased, clear-cut communication that enhances collaboration and accountability? On the flip side, are there dangers of discontentment, insecurity, or even exploitation?

Real-World Case Studies and Critical Analysis

The session will not just remain confined to theoretical musings. Be prepared to journey through the history of this concept as we uncover real-world examples of organizations that embraced radical transparency in its different forms. Learn from their success stories, understand the challenges they faced, and draw valuable lessons that can be applied to the unique landscape of associations.

While the benefits of radical transparency, like improved trust and reduced biases, might be evident, the potential risks and pitfalls, especially in the context of associations, need to be addressed critically.

Why Attend This Session?

For association leaders looking to innovate, enhance member trust, and create a more inclusive environment, understanding the dynamics of radical transparency is crucial. This session promises to do the following:

  • Provide a balanced perspective, weighing the pros and cons.
  • Equip attendees with actionable insights and strategies.
  • Foster interactive discussions, allowing leaders to share their apprehensions and aspirations.

Whether you’re contemplating introducing radical transparency in your association, or you’re simply intrigued by the concept, this session will offer a spectrum of insights and information. It will empower you to make informed decisions about how transparent your association should be and how to navigate the complexities that come with such a decision.

Add It to Your Calendar!

Montreal’s vibrant energy coupled with CSAE’s promise of enriching content makes this conference an unmissable event. “Can Radical Transparency Work for Associations?” is bound to be a highlight, so make sure you mark it on your itinerary.

We’re ready to challenge, inspire, and most importantly, engage with all association enthusiasts. 
Are you?

WEBINAR: Improve Governance with New Technology and Processes

Posted on by Wendu Ejim

WEBINAR: Improve Governance with New Technology and Processes

Posted on by Wendu Ejim

Traditional governance practices often come with challenges, especially when adapting to remote and hybrid environments. Outdated methods, such as printing and mailing bulky board materials and managing all minute-taking in-house, can cause security concerns and severely limit the efficiency of staff and board members.

The solution? Innovative governance processes and technologies!

In this engaging webinar, Matt McEwan of Minutes Solutions, Kevin James Karas of Yoga Alliance, Alicia Meiklejohn of AOAC INTERNATIONAL, and Jordan Castel of OnBoard explore the dynamics of modernizing governance.

By embracing modern governance solutions, you can streamline your processes, improve communication, and enhance the overall efficiency of your association’s board. Learn from industry experts and gain valuable insights to transform the way you manage governance and compliance.

To watch the full webinar, simply click the link below and take the first step towards a more empowered board and a brighter future for your association’s governance.

Watch Here

Minutes Solutions Inc.

Minutes Solutions takes the minutes for ASAE and CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 45,000 meetings for more than 3,000 organizations across North America. Its cohort of over 125 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on their core mission.

Human minute taker

The Human Touch in Minute Taking

Posted on by Matt McEwan

The Human Touch in Minute Taking

Posted on by Matt McEwan

In today’s digital era, technology has revolutionized how businesses operate, streamlining processes and increasing efficiency. Professional services across various industries have embraced automation, artificial intelligence, and cutting-edge tools to optimize their operations. Among these services, minute taking, which involves documenting critical meetings and discussions, has also witnessed technological advancements. While technology has made minute taking faster and more accurate, the question arises: does the human touch still matter in this age of automation?

In this blog post, we will explore the essential role of the human touch in minute taking and why organizations should value the unique contributions of human minute takers. There is no doubt that minute taking is part science and part art, but what portion of this does the human touch play? We will delve into the irreplaceable aspects that human involvement brings to this indispensable practice, paving the way for deeper understanding and personalized approaches.

1. Understanding Context and Nuances

Minute taking is not merely about recording words spoken during meetings. A human minute taker brings a unique ability to comprehend the context, identify essential points, and capture the subtle nuances that technology might overlook. By understanding the flow of discussions, emotions, and non-verbal cues, human minute takers can provide more comprehensive and accurate meeting minutes that capture the true essence of the gathering.

2. Customization for Client Needs

Every client and organization is different, with varying preferences for formatting, content, and level of detail in their meeting minutes. Human minute takers excel in tailoring their approach to meet these unique client needs. They can adapt their writing style, prioritize specific points of interest, and ensure the final minutes align precisely with the client’s requirements, fostering a deeper sense of collaboration and satisfaction.

3. Real-Time Adaptability

During fast-paced meetings or complex discussions, the ability to adapt in real-time is crucial. Human minute takers can promptly adjust their note-taking methods based on the meeting’s pace and intensity, ensuring no crucial information is missed. This adaptability is invaluable in capturing accurate and relevant data that could be easily overlooked by automated systems.

4. Quality Assurance and Expertise

While technology can assist in data processing and organization, it still requires human oversight to ensure accuracy and quality in the final deliverables. Human minute takers possess expertise in proofreading, fact-checking, and fine-tuning meeting minutes to meet the highest standards of professionalism.

Conclusion

The human touch remains an indispensable aspect of minute taking, even in the age of technology. While automation and AI offer incredible speed and efficiency, they cannot replicate the deep understanding, customization, adaptability, and empathy that human minute takers bring to the table. The synergy of technology and the human touch creates a powerful partnership that elevates the quality of minute taking and enhances the overall experience and quality of work. In professional services, where client satisfaction and trust are paramount, embracing both technology and human expertise in minute taking ensures a winning combination.

Why Minute Taking is So Vital for Professional Associations

Posted on by Matt McEwan

Why Minute Taking is So Vital for Professional Associations

Posted on by Matt McEwan

In the world of professional associations, effective governance, transparency, and accountability are the cornerstones of success. As decision-makers, these organizations are entrusted with shaping policies, charting ambitious goals, and ensuring the collective voice of their members is heard. Amidst this dynamic landscape, one essential practice stands out as a powerful catalyst for progress – minute taking. In this digital age, where information flows at unprecedented speeds, minute taking may appear as a traditional practice. However, as we shall discover, it is far from obsolete; rather, it serves as a steadfast guardian of institutional memory and a key driver of effective leadership.

Why minute taking is imperative to any professional association:

1. Legal Compliance and Risk Mitigation:

– Accurate and comprehensive meeting minutes serve as legally binding documentation of decisions made within the association.

– By maintaining detailed records, professional associations demonstrate compliance with laws and regulations, reducing the risk of legal disputes or challenges.

2. Transparent Decision-Making and Accountability:

– Well-documented minutes provide a transparent account of discussions and decisions made during meetings, ensuring accountability among association members and leaders.

– Members can refer back to previous minutes to understand the rationale behind decisions and hold leaders responsible for their actions.

3. Continuity and Succession Planning:

– As leadership roles rotate within the association, meeting minutes become vital resources for new leaders to understand past discussions, decisions, and ongoing initiatives.

– Minutes facilitate smooth transitions and effective succession planning, ensuring the association’s objectives remain on track.

4. Communication with Members:

– Meeting minutes serve as concise and easily accessible updates on important matters and decisions for members who were unable to attend meetings.

– This enhances member engagement by keeping them informed and involved in association activities.

5. Evidence for Grant Applications and Fundraising:

– Clear and well-documented minutes demonstrate responsible management, strengthening the association’s credibility when applying for grants or seeking fundraising opportunities.

– Potential donors and funding agencies appreciate organizations that maintain transparent records, enhancing the association’s chances of securing financial support.

Conclusion

Minute taking plays a vital role in the success and sustainability of professional associations. By maintaining detailed and accurate records, these organizations ensure legal compliance, transparent decision-making, and accountability among members and leaders. Meeting minutes facilitate effective communication with members, support succession planning, and strengthen the association’s position when seeking grants or fundraising opportunities. Moreover, they serve as valuable evidence in legal situations and prevent misunderstandings or conflicts, fostering a cooperative and engaged association community. As a fundamental practice, minute-taking cements the foundation for strong governance and efficient operations within professional associations.

Minutes Solutions Inc.

Minutes Solutions takes the minutes for CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 50,000 meetings for more than 4,000 organizations across North America. Its cohort of over 150 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on the meeting and what they do best.

Maryland HOA laws

10 Laws & Regulations Maryland HOA Managers Should Know

Posted on by Matt McEwan

10 Laws & Regulations Maryland HOA Managers Should Know

Posted on by Matt McEwan

As a homeowners’ association (HOA) manager in Maryland, it is essential to have a comprehensive understanding of the laws and regulations that govern HOA operations. Adhering to these laws not only ensures the smooth functioning of the HOA but also helps maintain positive relationships with residents and promotes a harmonious community environment. This article will discuss 10 laws and regulations that every Maryland HOA manager should be familiar with.

HOA Laws and Regulations in Maryland

  1. Maryland Homeowners Association Act (HOA Act): The HOA Act serves as the cornerstone of Maryland’s HOA governance. It outlines the rights and responsibilities of both the association and its members, covering areas such as bylaws, assessments, architectural guidelines, board meetings, and enforcement of rules. Understanding this Act is fundamental for effective HOA management.
  1. Open Meetings Act: Maryland’s Open Meetings Act mandates that HOAs hold open meetings where members have the right to attend and observe. This law ensures transparency in HOA decision-making processes and allows homeowners to stay informed and engaged with the association’s activities and allows them to inspect the minutes of the board meetings.
  1. Maryland Condominium Act (Condo Act): For HOAs that include condominium units, familiarity with the Maryland Condominium Act is essential. This act covers various aspects of condominium governance, including unit owner rights, common elements, maintenance responsibilities, and financial management.
  1. Fair Housing Act: The Fair Housing Act prohibits discrimination based on protected classes such as race, color, religion, sex, national origin, disability, and familial status. HOA managers must adhere to fair housing guidelines and ensure that their community’s policies and practices do not discriminate against any individual or group.
  1. Maryland Reserve Study Requirements: Maryland law requires HOAs and housing cooperatives to conduct reserve studies at least once every 5 years. These studies assess the long-term maintenance and replacement needs of common elements within the community. HOA managers must ensure that reserve studies are carried out as required and that sufficient reserve funds are established to meet future obligations.
  1. Maryland Stormwater Management Act: HOAs in Maryland are subject to stormwater management regulations to control runoff and minimize pollution. Managers should be familiar with these requirements to implement appropriate stormwater management measures within the community.
  1. Maryland Consumer Protection Act: The Maryland Consumer Protection Act safeguards homeowners from unfair and deceptive trade practices. HOA managers must understand their obligations under this law to ensure that all interactions with homeowners and service providers are conducted ethically and transparently.
  1. Debt Collection Laws: HOA managers need to be well-versed in Maryland’s debt collection laws when pursuing delinquent assessments or fees. Understanding the proper procedures, notification requirements, and limitations will help managers navigate the collections process effectively and legally.
  1. Architectural Guidelines and Covenants: HOA communities often have architectural guidelines and covenants in place to maintain aesthetic standards and protect property values. HOA managers should be well-acquainted with these guidelines and ensure their consistent enforcement while handling architectural requests and modifications.
  1. Maryland Real Property Code: The Maryland Real Property Code governs various aspects of property management, including leases, evictions, liens, and easements. HOA managers should familiarize themselves with the relevant provisions to appropriately address property-related issues and comply with the law.

Conclusion

Compliance with the laws and regulations governing HOAs in Maryland is paramount for effective community management. By being well-versed in the laws and regulations outlined in this article, HOA managers can ensure legal compliance, foster positive homeowner relationships, and create thriving and harmonious communities where residents can enjoy the benefits of shared living.

Minutes Solutions

Minutes Solutions is a professional, third-party minute-taking company that specializes in prompt, accurate, and objective minutes for community associations. Since 2014, the company has provided minute taking services for over 40,000 meetings for more than 3,000 communities and organizations across North America, including the Community Associations Institute. Its cohort of over 100 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help protect community associations and instil confidence in residents, allowing community managers to focus on operational responsibilities.