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 
