Disagreements can arise during HOA meetings, but careful preparation and proper planning can help ensure a more civil and orderly discussion. Board meetings do not have to be long, unproductive, or contentious. Whether your association governs condominiums, townhomes, or single-family homes, effective meetings help boards make better decisions, avoid conflict, and protect the Association.

Here are a few practical ways to make any board meeting more productive.

1. Create a Clear and Concise Meeting Agenda

A well-drafted agenda keeps meetings focused and moving. Make sure to share the agenda in advance. The agenda should identify which items are for discussion and which require a vote, so there can be a clear understanding of what will take place. Once the meeting begins, stick to the agenda during the meeting. If a separate issue comes up during the meeting, acknowledge it, but explain that it will be addressed at a future meeting.

2. Come Prepared

Board members should review the agenda, reports, and financials ahead of time. Preparation leads to shorter meetings and more informed decisions. At the start of the meeting, each board member should briefly introduce themselves and state the position they hold. This practice helps ease the tension in the room, creates a more welcoming environment, and makes new owners feel more comfortable participating.

3. Utilize the Association’s Governing Documents

When in doubt, check the Association’s governing documents. Referencing the governing documents has never been easier.  A lot of associations are now scheduling board meetings via Zoom, which allows screensharing. When a board decision is questioned, the governing documents can be displayed, and the Board can reference the section(s) that support their decision, allowing owners an opportunity to learn and get informed. Likewise, looking to the Illinois Condominium Property Act (the “Act”) to explain terms like “closed session” vs. “open session” can be helpful to owners. Pursuant to 765 ILCS 605/18, every meeting shall be open to any unit owner, except for those portions of meetings that may be closed for the limited purposes expressly enumerated in the Act. For example, pursuant to the Act, every meeting must be open to unit owners, but the Board may close any portion of a noticed meeting or meet separately from a noticed meeting to discuss confidential matters, such as litigation against or on behalf of the Association.

Board meetings are held so the Board may conduct the Association’s business. While meetings are open to unit owners for observation, owners may not disrupt or interfere with the Board’s ability to conduct business. The Board retains authority to manage the meeting, including enforcing rules of decorum, limiting owner participation to a designated open forum, and imposing reasonable time limits on comments and questions.

When meetings are organized, focused, and informational, the Board of Directors are better equipped to make decisions with confidence—and owners are more willing to attend and participate. If your association has questions about meeting requirements, governance, or compliance under Illinois law, contact Tressler LLP, HOA Law attorney Katerina Tsoukalas-Heitkemper at kheitkemper@tresslerllp.com.

For more information about this article, contact Sayra V. Contreras at scontreras@tresslerllp.com.

About the Author

Sayra V. Contreras is an associate attorney working in the HOA Practice Group. Sayra concentrates her practice in litigation with a focus on representing condominium associations and common interest community associations in areas such as rule enforcement, interpretation of governing documents, review and negotiation of contracts, and collection of assessments. Click here to read Sayra’s full attorney bio.