HOA Meeting Agenda Generator

Frequently Asked Questions

What order should items appear on an HOA meeting agenda?

Standard parliamentary procedure (Robert's Rules) places items in this order: Call to Order, Proof of Notice, Roll Call / Quorum Confirmation, Approval of Previous Minutes, Officer and Committee Reports, Old Business, New Business, Homeowner Open Forum, Adjournment. Action items are listed under Old or New Business depending on whether they carry over from a prior meeting.

What is the difference between Old Business and New Business?

Old Business (also called Unfinished Business) covers items that were raised at a previous meeting but not resolved — tabled motions, ongoing projects, or decisions that needed more information. New Business covers items being introduced for the first time. Only items listed on the published agenda can result in binding board votes at the meeting.

Can homeowners add items to the agenda?

Generally, no — the board controls the agenda. Homeowners typically have a designated Open Forum period to raise concerns, but the board is not required to vote on or act on items raised during open forum at that meeting. To get an item on the formal agenda, homeowners typically must submit it to the board before the agenda is published.

How long should an HOA board meeting agenda be?

Most routine board meetings run 60–90 minutes and cover 5–8 agenda items. More complex meetings (annual budget approval, major capital project votes) may run 2+ hours. Keep action items specific and pre-distribute financial reports so members can review before the meeting — this dramatically reduces meeting time.

Do I need to include estimated time for each agenda item?

It's optional but helpful. Time-boxing agenda items (e.g., 'Financial Report — 10 min') keeps meetings on track and signals to attendees how much detail is expected. If a discussion runs long, the chair can table it to a future meeting or schedule a separate work session rather than running over time.