What is an HOA annual meeting?
The HOA annual meeting is the one meeting a year for all owners, not just the board. It’s usually where directors are elected, the budget and finances are presented, and owners can raise questions.
Annual meetings often fail for one reason: not enough owners attend to reach quorum. A clear notice sent early, with a proxy or absentee ballot, and a tight agenda make it far more likely the meeting can do its business.
What to include
- A notice with the date, time, location, and purpose
- How to vote by proxy or absentee ballot
- Call to order and certification of quorum
- Approval of last year’s annual meeting minutes
- President’s and treasurer’s reports
- Election of directors
- Owner forum and adjournment
Template preview
Fill in the [highlighted] fieldsTo all members of [Association Name]:
- Date: [date]
- Time: [time]
- Location: [address] [and/or video link]
Purpose: to elect [number] directors to the Board, present the annual financial report and [year] budget, and conduct any other business that may properly come before the meeting.
A quorum of [percent]% of owners is required. If you can’t attend, please return the enclosed [proxy / absentee ballot] by [date] so your vote counts.
- Introduction of candidates
- Voting and collection of ballots
- Announcement of results by the inspector of election
Tips for using this template
Most bylaws and states require notice 10 to 60 days before the meeting. Mail or email it as early as your rules allow.
Owners who can’t attend still count toward quorum when they return a proxy or absentee ballot.
Check whether your bylaws allow an adjourned meeting with a lower quorum if the first attempt falls short.
Set a time limit per speaker so every owner gets a turn.
Frequently asked questions
How much notice is required for an HOA annual meeting?
It depends on your bylaws and state law, commonly between 10 and 60 days. Some states also require the notice to be posted in the community.
What happens if the annual meeting doesn’t reach quorum?
The meeting can’t conduct business. Many bylaws allow it to be adjourned and reconvened, sometimes with a reduced quorum requirement.
Is the annual meeting the same as a board meeting?
No. The annual meeting is a meeting of all members, usually to elect directors. Board meetings are meetings of the directors, which owners can usually attend.