Practical HOA resources covering a wide range of topics should be available to every board. One especially useful subject involves annual meetings. Guidelines and tips for how to conduct annual meetings would prove helpful to any HOA board. Learn more about HOA Resources by visiting http://www.AssociatedAsset.com/.

1. HOA Resources & Tips for
Conducting Annual Meetings

2. HOA Resources
• Practical homeowner resources covering a wide range of topics should
be available to every HOA board.
• One especially useful subject involves annual meetings.
• Guidelines and tips for how to conduct annual meetings is helpful to
any HOA board.
• Running an annual HOA meeting requires a sizeable amount of
preparation.
• Because they can be so labor-intensive, organizing an annual meeting
increases the risk of some tasks falling through the cracks.
• By developing strong HOA resources and annual meeting guidelines,
board members can avoid any glitches.

3. HOA Resources
Plan, Plan, Plan
Planning is the foundation of the annual meeting.
Without careful planning, board members won’t know schedules, tasks
and follow-up items.
The board’s HOA resources should include prepared processes,
templates and more to help simplify planning.
Schedule
The board needs to establish the annual meeting timeline.
This timeline needs to work backwards from the actual meeting date to
include all the activity involved prior to the meeting.
An example might involve establishing a nominating committee and
providing notices by a certain date to the HOA membership.

4. HOA Resources
Review the Governing Documents
The HOA Bylaws, for example, should clarify requirements for the
annual meeting.
The board will need to make sure they follow established rules for what
needs to take place prior to the meeting.
Either the HOA resources guidelines or the Bylaws should indicate the
deadlines for these tasks.
Check with State Laws
The HOA resources should also indicate any state laws governing the
annual meeting.
These laws may dictate requirements for formats, schedules, notices,
agendas, time frames or other aspects of the annual meeting.

5. HOA Resources
Get Expert Opinions
If the HOA works with a management company, it’s important to get
input from this professional organization on the annual meeting.
HOA management companies have exceptional expertise when it comes
to a wide range of HOA resources and can help ensure annual meetings
are conducted without issue.
In addition, the HOA’s attorney should be consulted as needed.
Don’t Discuss Issues Before the Meeting
If issues are on the agenda for the annual meeting, board members
must be careful not to discuss and/or resolve the issues among
themselves before the meeting.
Doing so may be a violation of some state laws.

6. HOA Resources
Develop an Accurate Check-in Process
Thorough HOA resources should include a process for checking in
members at the annual meeting.
Because voting takes place, getting an accurate attendance list is critical
for accuracy.
Decide on an Agenda
Developing an agenda is one of the most challenging tasks for an annual
meeting.
Too many agenda items will cause the meeting to go longer than it
should.
On the other hand, if some important issues aren’t covered, some
members could feel the board did not do its job.

7. HOA Resources
 Agenda items must also pass muster on confidentiality and privacy
criteria. However, it’s critical the board always include positive items on
the agenda.
 Although issues should be discussed, the annual meetings should not
turn into solely a gripe session.
 Incorporate “feel good” stuff about the neighborhood and the
accomplishments of its members.
Decide on an Agenda (cont.)
Determine if a Social Event is Appropriate
Some HOAs hold social get-togethers in conjunction with the annual
meetings.
These events, such as a dinner or dessert social, could be held before or
after the meeting as a way to enhance community relations.

8. HOA Resources
• Establishing and following HOA resources helps board
members manage the association’s projects more efficiently,
including the annual meeting.
• The guidelines above turn an annual meeting into a
productive and meaningful community event.

9. About the Author
Susan Williams is the Vice President,
Business Development and Marketing for
Associated Asset Management, a community
management firm that does business in
Arizona, New Mexico and Florida.
Learn more about HOA Resources by visiting
http://www.AssociatedAsset.com.

10. About the Author
Susan Williams is the Vice President,
Business Development and Marketing for
Associated Asset Management, a community
management firm that does business in
Arizona, New Mexico and Florida.
Learn more about HOA Resources by visiting
http://www.AssociatedAsset.com.