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 and not a typical Board meeting where the Board of Directors is making decisions for the community.

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.

Below are some helpful planning tips: 

• Confirm available dates with the Board of Directors
• Schedule the location of the meeting
• Obtain Certificate of Insurance, if necessary (Most meeting venues require this, which would include the venue being named as additional insured for liability purposes)
• 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 of the meeting
• Mail HOA Annual Meeting Notice within the timeframe noted in CC&Rs and/or Bylaws
• Be prepared for the meeting with the following items: sign-in sheets, delinquency reports, ledger cards, election ballots, quorum requirements, financial statements, meeting agenda, and any handouts.

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 the 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.

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