Annual meetings in homeowner associations are much more productive, organized and harmonious with a bit of advance planning. Here's a useful checklist to prepare for this important event.

Include in the Meeting Notice

• Meeting Date
  
• Meeting Time
  
• Location
  
• Agenda for the meeting
  
• Proxy to execute and return before the meeting to insure a quorum

Advance Notice Requirements

• How many days required? Note the Article and Section of the Declaration. If nothing is specified, use 30 days minimum.

Elections

• Number of director vacancies
  
• Names of retiring directors
  
• Length of each term [may vary]
  
• Names of candidates

Quorum

• Quorum percentage required?
  
• Developer lots/units:
  
• Owner lots/units:
  
• Total lots/units:

Meeting Items

• Sign-in Sheet
  
• Extra copies of Agenda
  
• Ballots
  
• Minutes of last year's meeting
  
• Financial Report
  
• Current and next year’s budget
  
• Election Tabulation Sheets
  
• Committee Sign-up Sheets
  
• Architectural Guidelines
  
• Architectural Change Forms
  
• Governing Documents
  
• Pens/pencils/notepads

With a little preparation, your annual HOA meeting can run smoothly and quickly. Good luck!

For more planning checklists, see Regenesis.net

Published: December 27, 2006

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Richard Thompson owns Regenesis, a management consulting company that specializes in condominium and homeowner associations. He is a nationally recognized expert on HOA management issues. Regenesis publishes The Regenesis Report, a monthly newsletter for HOA boards, developers and managers. To subscribe, go to Regenesis.net. He can be contacted by email at .