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Annual HOA Meeting Check­list

Written by Posted On Tuesday, 26 December 2006 16:00

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

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