What is the Purpose of an HOA Membership Meeting?

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Homeowners' Association (HOA) membership meetings are a critical part of how a community like Grand Landings operates. These meetings are more than formalities, they are the primary forum where you, the homeowner, exercise your rights and influence the direction of the community.  Board meetings are handled differently.

Every household in Grand Landings holds one (1) vote per Lot owned, regardless of how many people reside in the home. This includes Board members, they too only have one vote as homeowners during membership meetings, separate from their board duties.

The Board of Directors manages day-to-day decisions, but the membership is the highest authority in the HOA. Certain critical decisions, such as amending the Bylaws or CC&Rs, electing or removing Board members, and approving significant financial actions, require direct membership approval.

HOA membership meetings should follow a structured process governed by either the HOA's Bylaws, Rules of Procedure, or a recognized framework like Robert's Rules of Order. This governance ensures the meeting remains fair, organized, and respectful of every member's right to participate.

Key elements of proper governance include:

• An established agenda, distributed in advance, that outlines all topics to be covered.
   
• Quorum requirements, meaning a minimum number of members must be present (in person or via proxy) for any votes to be valid.  For 471 Homes, the quorum requirement is 142 unless the Board votes to restrict voting rights to those members who are not current with dues (over 90 days).  The board must vote and notify the member they are restricted from voting and your right to vote is reinstated after the balance is paid in full.
   
• The right to make motions, discuss proposals, and vote on official actions.
   
• A designated presiding officer, typically the Board President, to lead the meeting and ensure rules of order are followed.
   

If you believe a meeting is being conducted improperly — for example, if:

• The agenda is not being followed,
   
• Members are being unfairly denied the opportunity to speak,
   
• Votes are being called without proper discussion or quorum, or
   
• Rules of order are being ignored,
   

You should:

1. Respectfully raise a point of order. This is a formal request for the presiding officer to clarify or correct the procedure being followed.
    
2. Request clarification from the Board (at a later time) on the governing documents or state laws that apply to the issue.
    
3. Document your concerns in writing after the meeting if they are not addressed.
    
4. Engage with fellow members to collectively seek transparency or request a formal review.
    
5. Reference Florida Statute 720, which outlines requirements for HOA meeting conduct, notices, and member rights.
    

Remaining composed and following proper channels strengthens your position and supports better governance for the entire community.

During membership meetings, you have the right to:

• Attend and observe the meeting in full.
   
• Vote on items brought to the membership for approval.
   
• Speak on agenda topics, especially during open forum periods.
   
• Seek clarity on any proposals or decisions being discussed.
   
• Request that future topics be considered for the next meeting.

• Oversee any counts of ballots or quorum requirements.
   

If you have an issue you want addressed that isn’t on the current agenda:

• Submit your topic to the Board in writing prior to the next meeting, asking that it be added.
   
• Speak during the open forum period, if provided, to bring it to the Board’s attention.
   
• Understand that new topics generally cannot be voted on at the current meeting if they are not on the published agenda.
   

If you disagree with an agenda item or decision:

• State your position during the discussion period, ensuring your concerns are on the record.
   
• Use facts, governing documents, or Florida statutes to support your argument.
   
• Vote accordingly to reflect your position.
   
• If necessary, follow up in writing to the Board or request further discussion at a future meeting.
   

• Review the Agenda: Know what will be discussed before the meeting starts.
   
• Bring Your Governing Documents: Have a copy of the Bylaws and CC&Rs on hand for reference.
   
• Take Notes: Write down key points, decisions, and anything that seems unclear.
   
• Listen First: Let others finish speaking before responding. Meetings flow better when voices are heard in turn.
   
• Stay Respectful: Passion is fine, but stay courteous and avoid personal attacks.
   
• Understand Voting Rights: Remember, each household gets one vote — even if multiple owners attend.
   
• Ask for Clarifications: If a term, process, or decision isn’t clear, ask the Board or presiding officer to explain.
   
• Prepare Questions in Advance: This helps ensure your concerns are stated clearly and effectively.
   
• Know the Rules: Familiarize yourself with Robert’s Rules of Order or the HOA’s meeting procedures so you can participate effectively.
   

Your participation is essential. By showing up, asking questions, and voting, you help ensure that Grand Landings is governed in a way that reflects the community’s best interests — not just the decisions of a few.

Remaining silent is your right, but engaged membership creates a stronger, more unified community.