HOA Annual Board Meetings

Annual Meetings for homeowners associations are a crucial component for keeping the business of the association moving forward. In addition to holding the annual HOA Board elections, where new members are elected to the Board of Directors by their fellow homeowners, Annual Meetings also serve to update the homeowners on what is happening in the community. This is a meeting of the members, not a typical Board meeting where the Board of Directors makes decisions on behalf of the community.

Timing and Preparation

The timing of your community’s Annual Meeting depends on the requirements indicated by your Association’s Bylaws. The meeting is typically held at the same time each year. Planning the Annual Meeting should begin several months before the meeting date to achieve the best results. Some communities require that a nominating committee be formed to select candidates for the Board.  Securing a meeting location is also imperative, and it is essential to book the venue early, as some places that do not charge for meeting space may be booked months in advance.

Additional Preparation Tips:

• Establish a Pre-Meeting Timeline – Plan backwards from the meeting date and document all required tasks.
• Understand State Laws – Some states have laws governing annual meetings that impact formats, schedules, notices, agendas, and more.
• Get Professional Input – HOA managers and attorneys can provide expertise with notices and elections. Mistakes in ballots, for example, could lead to a contested election.

Pre-Meeting Checklist

• Confirm available dates with the Board of Directors
• Schedule the location of the meeting
• Obtain Certificate of Insurance, if necessary (many venues require this)
• Prepare meeting notice signed by the Board secretary, if required by governing documents
• Send out a questionnaire to members to help prepare for questions in advance
• Mail HOA Annual Meeting Notice within the timeframe noted in CC&Rs and/or Bylaws

Also Remember:

• Develop an Accurate Check-In Process – Track who attends, and note whether members voted by mail or in person.
• Determine an Appropriate and Legal Agenda – Ensure items meet confidentiality and privacy criteria, separating closed-session topics.

What to Bring to the HOA Annual Meeting

Be prepared with:

• Sign-in sheets
• Delinquency reports and ledger cards
• Election ballots
• Quorum requirements
• Financial statements
• Meeting agenda
• Any homeowner handout

Running the HOA Annual Board Meeting

Board members need to be careful not to discuss association issues prematurely outside of the official meeting. The Annual Meeting is the proper setting for these discussions and ensures all homeowners receive the same information.

Optional Add-On:
Some boards choose to host a social event before or after the Annual Meeting. This can be a great way to strengthen community relationships and leave attendees with a positive impression.

The following are items to complete after the Annual Meeting:

• Work with the Community Manager to compile the list of Board members, including the newly elected members. Ensure that the new Board Members have filled their terms and are carefully tracked in communities that provide for staggered terms. 
• Schedule the first Board of Directors meeting post-election/Annual Meeting. This is typically the meeting at which the Board Members will determine the association’s officers.   
• Prepare Annual Meeting minutes.
• Update the bank accounts to remove previous Board members and add new Board Members.

Annual Meetings require effort and coordination, but they are one of the most important opportunities for HOAs to demonstrate transparency, update homeowners, and elect new leaders. By following governing documents, adhering to state laws, and planning, boards can ensure these meetings run smoothly and leave homeowners feeling informed and engaged.

Do you still have more questions about the HOA Annual Board Meetings? Contact AAM today to discuss your HOA’s needs.