While members of the association should understand that it is in their own best interest to attend the annual meeting of the members, many do not realize how important these meetings are. Failure to attend annual meetings results in failure to meet quorum, which in turn results in frustration and disappointment for board members – not to mention unnecessary additional costs! Adjourned meetings can result in increased legal fees, extra room rental fees, and increased management fees, in addition to the fact that association business gets postponed.

Related: Taxes and Your HOA Community

Maintaining a community is important work; therefore, in addition to proper legal notice, it may be necessary to offer incentives or employ certain strategies in order to increase attendance.

Consider the following to increase attendance at your next annual meeting:

  • Advertise the meeting event well ahead of time. Post flyers, mention the annual meeting on social media, and give homeowners plenty of notice to mark their calendars for the meeting.
  • Share the agenda in advance; let homeowners know what will be discussed at the annual meeting. If you’re making decisions about things like payment of assessments, parking issues, or playground remodeling, the majority of homeowners will be interested and want to have their voices heard.

Some associations have generated interest and built community by trying some of the following strategies:

  • Invite a special guest speaker to engage homeowners. Perhaps a security consultant, insurance agent, neighborhood watch organizer, city council member, or member of local law enforcement could provide pertinent information while ballots are being counted.
  • Hold a raffle for those in attendance. The lucky winner might receive a gift certificate to a local business, a potted plant from the HOA’s landscape company, or even a discount on one month’s assessment.
  • Serve a light dinner to entice homeowners to attend during the evening hours.
  • Make the annual meeting a social event! With their permission, introduce new homeowners who have recently moved to the community, or host an ice cream social or some other “fun” event for better turnout.
  • Promising to announce some big news or “surprise” for the community will get homeowner curiosity up, and therefore increase attendance. (Be sure to follow through!)

Meeting attendance will most likely always be a challenge. However, by implementing one or more of the strategies above, you can drive attendance numbers up in an effort to meet quorum and encourage homeowner participation in your association.

For help managing your community, contact Spectrum Association Management today and see what makes our services refreshingly different!