Understanding the “Homeowner Forum” Portion of Association Board Meetings
One of the most important ways homeowners can engage with their association’s board of directors is through the “Forum,” designated portion of an open board meeting where members have the opportunity to speak directly to the board.
The Homeowner Forum is a scheduled period, usually held at the beginning or end of the open session, when members may bring up concerns, ask questions, or make suggestions related to the association. In many states, offering members an opportunity to speak at open board meetings is a requirement of state statutes and/or an association’s governing documents.
During the forum period of an open meeting, homeowners are generally given 2–3 minutes to speak. The board members typically listen to the members’ comments and take notes, but they do not respond to the comments or deliberate at that time. If the directors believe that board action is warranted regarding the matter, such action should be placed on the agenda for a future meeting of the directors.
Attending open board meetings and participating in the open forum session provides association members with an opportunity to participate by directly informing the board members about issues of concern, and when multiple owners express the same concerns, their collective comments are likely to drive action by the board of directors. Proper utilization of the forum portion of board meetings enables members to participate and fosters community dialogue by providing a respectful, structured opportunity for civil communication between the members and the association’s board of directors.
To ensure an open, efficient, and respectful exchange during the open forum portions of directors’ meetings, associations should adopt reasonable rules for participation, such as: (i) requiring members wishing to speak to sign in before the forum begins; (ii) imposing limits on the amount of time any one member may speak; (iii) limiting member comments to matters that relate to the association’s business; (iv) prohibiting interruptions and back-and-forth discussions during the forum; and (v) requiring all participants to be respectful and avoid personal attacks or disruptive behavior. Such rules help to preserve order and ensure that everyone has a fair opportunity to participate.
To maintain a record of the proceedings at the meeting, the minutes of the meeting should reflect the issues addressed by members in the open forum session of the meeting. The minutes should include a brief, neutral summary of the topics discussed and any determinations by the board relative to further action concerning the topic. The minutes should not include verbatim quotes, personal attacks and/or accusations, and unverified or inflammatory remarks. A sample of how a forum topic should be included in minutes of the meeting is as follows:
Homeowner Forum – Member Comments
- John Smith (Unit 22A) raised concerns about the frequency of landscape maintenance near his unit. The board stated that they will discuss the matter for possible inclusion on the next meeting agenda.
- Maria Lopez (Unit 17C) asked the board to consider adding more lighting along the main walkway. (The board stated that it would investigate the need for same and include the matter on the agenda for the next meeting agenda.
The Homeowner Forum is one of the most accessible ways for association members to be heard, and it’s most effective when paired with fair rules and responsible documentation. Participating in this portion of the meeting gives homeowners a direct voice in the association’s priorities while building a stronger, more engaged community.
Recommended Forms: