Your bylaws will most likely indicate when planning for the annual meeting should begin. That means planning your event could start anywhere from 12 months out to six months. Usually, you’ll want to give your first notice roughly 60 days in advance and a second notice a month before the event. You can check the bylaws of your association to find out when you should hold your meeting and go from there. The more notice you can give, the better. Giving people notice the week or day before the meeting is a great way to ensure your attendance is almost non-existent. You will want to give everyone more than enough time to schedule the annual meeting. However your community does it, it is always worth talking to an attorney or your community manager to make sure your documents are properly set up. Other communities may choose to distribute proxies and ballots separately. That way, the voting member can easily fill out the whole form and cast their votes at the same time. Some communities will include their ballots directly on the proxy form. Proxies should always include the date and time of the annual meeting, as well as spaces to note the member voting by proxy and the name of the member voting on their behalf. A proxy is simply a document that gives an association member the authority to vote on behalf of another. One way to avoid missing quorum at important meetings is to allow proxies to be used. Without a quorum, the business can’t be conducted. Unless your community’s bylaws say otherwise, a quorum is present when at least 10% of the voting members attend the meeting in person or by proxy (50% in the case of board meetings). A quorum is simply the minimum number of votes that need to be collected for the vote to “count.” This is usually described as a percentage of the total eligible voters. Quorum is an often misunderstood concept.ĭespite its fancy Latin name, however, it is relatively simple. For big decisions like this, you must have a quorum. The most important function of the annual meeting is the election of the board of directors. While that might be a bit overkill, we still recommend starting early (60–90 days before) so that you do not have to scramble just before it happens. For some associations, this can happen as early as 6 to 12 months before the date of the meeting itself. Most communities choose to hold their meetings in the Autumn or Spring to avoid summer vacations and holidays.Īdditionally, it is a good idea to hold the annual meeting near the end of the fiscal year so that the next year’s budget can be settled at the same time.Īnother way to improve annual HOA meetings is to begin preparations early. Have a date set in stone to make sure all community members who want to come can do so. If your meeting is not mandated in this way, it should be.Īttendance is important at these meetings. If not a specific date, it might be specified as “the second Saturday of November” or something similar. Of course, that means you need to know when your meeting schedule is.įor many HOAs, the date of the annual meeting is mandated in the bylaws. The best way to ensure a smooth meeting is to plan it well in advance. ![]() It’s important to be as organized as possible when planning your annual HOA meeting. A poorly planned meeting often results in a poor meeting. Include every issue that you want to discuss and how to transition from issue to issue. In it, you should list everything that you need to bring to the meeting. It’s also your personal to-do list, how-to guide, and event planner. That means timetables are set for each issue so that the meeting takes place in the time allotted. The agenda is the official plan for the meeting and should be focused and accurate. While starting early is important, here are nine more tips for planning a successful annual HOA meeting. That means you should start planning for it now, especially if it’s only a few weeks away. The trick to a successful annual HOA meeting is preparation. How to Plan HOA Annual Meetings With These 9 Simple Tips However, event planning isn’t always a skill that every HOA board member will possess. This meeting is particularly significant due to the board elections and tends to have more community members in attendance. ![]() One of the main duties of the current HOA board member is hosting and planning the annual HOA meeting.
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