Community associations are required to hold an annual owners meetings. The main reason for the annual meeting is to elect directors to the board. This time, however, provides a wonderful opportunity to celebrate the community and build rapport between the owners. Here are some ways to make your annual meeting a "don’t wanna miss it" event:
Have ample copies of agendas, budgets, ballots, proxies, etc. on hand since some will forget to bring their mailed copies.
Have these at a sign-in table at the door which should be manned to greet attendees.
Serve refreshments and food or hold a potluck to allow owners to share their culinary skills.
Offer door prizes to make the event more fun.
Formally welcome and introduce new owners.
Have committee reports to discuss planned projects and social activities. It’s a great time to get volunteers.
Give a Year in Review Report to highlight the board’s accomplishments.
Discuss an Annual Planning Calendar including meeting dates, projects and other events.
Recap the coming year’s budget.
Prearrange for volunteers to count election ballots. Since this process is often lengthy, continue with other agenda items during the count.
Formally welcome and invite the newly elected directors to the directors’ table to set the stage for a seamless transition.
End the meeting on a positive note by thanking everyone for their attendance and support.
While community associations boast carefree living, carefree takes a lot of hard work by someone! Fortunately, there are responsible board volunteers that are willing to do it. The annual meeting is a valuable opportunity to celebrate their hard work, to recruit volunteers and harmonize your community. Don’t overlook this chance to make a mindful contribution.
For more information on this subject, see www.Regenesis.net.
Published: December 29, 1999
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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 . |
