What to distributed at an annual meeting can vary from HOA to HOA. This is due to prior practices of what was distribute at prior annual meetings. Also, what may be required per the HOA’s governing documents.
The first place to check are the HOA’s governing documents. The bylaws, the covenants, and possibly the articles of incorporation may address this type of issue. The sections in these documents that address the annual meeting may go into great detail about what is to be distributed at the meeting.
Using the governing documents as the basis, the board can fine tune what is to be distributed. This is possibly taking into account what was distributed at prior annual meetings. While considering what was distributed in the past may not be required per the governing documents, it may cause consternation amount the membership if a prior practice is not continued.
While the requirements can possible vary, the following are generally the normal items to be distributed: The Agenda, current or upcoming year budget, yearend financial reports (typically a balance sheet and an income statement), approved minutes from the prior annual meeting, and of course ballets for the board elections.
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