In a quiet Florida community, the HOA board held their monthly meeting. As they gathered in the
dimly lit community center, an air of secrecy seemed to surround their discussions.
Unbeknownst to most homeowners, this meeting was about to unveil a series of improper
actions the board members took. Let’s look closely at what happened and what they should
have done to ensure transparency and proper governance.
Improper Action 1: Notice An agenda should have been posted or sent to the homeowner at least 48 hours before the
meeting.
Improper Action 2: Closed-Door Discussions The board members began the meeting by
closing the doors and forbidding homeowners from attending. This lack of transparency was the
first sign that something was amiss.
What They Should Have Done: The board should have conducted their meetings in an open
and accessible manner. They should have encouraged homeowners to attend and observe the
proceedings, fostering a sense of trust and transparency.
Improper Action 3. Unauthorized Financial Decisions During the meeting, it was revealed
that the board had approved significant financial decisions without consulting the community.
They had allocated funds for personal projects that did not benefit the community.
What They Should Have Done: The board should have involved homeowners in financial
decisions. They should have presented proposals and budgets and sought input from the
community members before making any significant financial commitments. This would ensure
the community’s resources were used for the collective benefit.
Improper Action 4. Lack of Accountability The board seemed to operate without checks and
balances. They didn’t provide clear financial reports, and homeowners had no idea how their
dues were spent.
What They Should Have Done: Regular, transparent financial reporting should have been a
priority. The board should have provided detailed reports outlining income, expenses, and any
significant financial decisions at each meeting. This would have held them accountable to the
community.
Improper Action 5. Ignoring Residents’ Concerns When homeowners raised concerns about
specific issues in the community, the board dismissed them without proper consideration. This
created a hostile environment where residents felt unheard and unimportant.
What They Should Have Done: The board should have actively listened to homeowners’
concerns and addressed them respectfully and thoughtfully. Engaging with the community’s
feedback and suggestions would have fostered a sense of unity and collaboration.
Improper Action 6: Lack of Record-Keeping Minutes of the meetings were either not taken or
were kept away from homeowners. This lack of documentation left the community in the dark
about important decisions.
What They Should Have Done: Proper record-keeping is essential for any HOA board.
Minutes of the meetings should be taken and made available to homeowners, either on the
community’s website or through regular email updates. This would ensure transparency and
provide a historical record of the board’s actions.
In a genuinely transparent and above-board HOA board meeting, the emphasis should always
be on community involvement, financial responsibility, accountability, and open communication.
When homeowners are informed and engaged, and their concerns are taken seriously, it leads
to a thriving and harmonious community, which should be the ultimate goal of any HOA.