An annual meeting is a meeting of the HOA membership required by state statutes and the association’s governing documents. The annual meeting is held every year to elect the Board of Directors and inform their members of previous and future activities. It is also an opportunity for the membership to ask questions regarding the decisions and direction of the association.
Annual Meeting Notice
Notice of the association annual meeting must be in writing and is subject to a maximum and minimum notice period that varies by each association’s governing documents. For example, maximum and minimum notice periods can be stated as: Annual Meeting Notices can be mailed no sooner than 60 days before or less than 10 days before the annual meeting. The annual meeting notice must state a date, time and location.
Nominating Application
A Nominating Application, as the name might imply, is a form to be submitted prior to the annual meeting for members interested in running for the board of directors. The association’s governing documents may or may not require that this be mailed to the membership with the annual meeting notice.
Proxy
A Proxy used at an annual meeting is a written instrument that gives a member’s authority to another party to act on the member’s behalf. The association’s governing documents may or may not require that this be mailed to the membership with the annual meeting notice.
Affidavit of Mailing
This is a document in which the person who prepared and mailed the Annual Meeting Notice attests that all noticing requirements have been met and all the membership were mailed notices. Even if the association’s governing documents do not require this form to be completed, it is often completed and placed in the association’s files.
Agenda
An Agenda is a list of items to be discussed at the annual meeting. Some association governing documents prescribe a specific Agenda and format to be used at the annual meeting. Some governing documents require that the Agenda be mailed along with the Annual Meeting Notice.
Ownership List/Membership List
Ownership lists are required for verification of the membership and for members to sign in and receive ballots.
Ballots
A process for voting in writing.
Delinquency Report
A list of delinquent members. Many association governing documents prohibit members who are not current with their dues from voting and even attending in some instances.