How to Run Your First Board Meeting

Running a board meeting for the first time can feel daunting. This guide covers the basics to help you run a legally compliant, productive meeting.

Step 1: Send Proper Notice

Under WUCIOA, you must give at least 14 days written notice before any meeting. Your notice should include:

• Date, time, and location of the meeting
• Whether it can be attended virtually
• A summary of items on the agenda

Send notice by email (if members have given electronic notice consent), physical mail, or both.

Step 2: Prepare an Agenda

A clear agenda keeps the meeting focused and on track. A simple board meeting agenda:

AGENDA — [HOA Name] Board Meeting
Date: [Date]
Time: [Time]
Location: [Location]

1. Call to order
2. Confirm quorum
3. Approval of prior meeting minutes
4. Financial report
5. Old business
   a. [Item 1]
6. New business
   a. [Item 1]
7. Open forum (member questions)
8. Adjourn

Step 3: Confirm Quorum

Before the meeting begins, count who's present. Check your governing documents for your quorum requirement — it's typically a percentage of total unit owners (often 25–33%).

If quorum isn't met, you cannot conduct formal business. The meeting must be adjourned and rescheduled.

Fourplex calculates quorum automatically when members RSVP to a meeting.

Step 4: Run the Meeting

• Call to order — the president officially starts the meeting.
• Record attendance — note who is present, in person or virtually.
• Approve prior minutes — read (or circulate) the last meeting's minutes and take a vote to approve.
• Work through the agenda — stay focused. Use a parking lot for items that come up but aren't on the agenda.
• Vote on motions — a motion needs a second before discussion. Votes should be recorded as yes/no/abstain by individual member.
• Open forum — let members ask questions. Keep this time-boxed.
• Adjourn.

Step 5: Record Minutes

Minutes are the official record of what happened. Good minutes include:

• Meeting type (regular board meeting, special meeting, annual meeting)
• Date, time, location
• Members present and absent
• Whether quorum was met
• Summary of discussions
• All motions: the motion text, who made it, who seconded, and the vote count
• Time of adjournment

Minutes don't need to be a transcript — summarize, don't transcribe.

Step 6: Distribute and File

• Distribute minutes within 30 days of the meeting.
• Store the approved minutes in your HOA document records — they must be kept for at least 7 years.

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This guide is for informational purposes only and does not constitute legal advice.