Annual Meeting Checklist
Step-by-step checklist for planning and executing your HOA's annual homeowner meeting.
About This Template
The annual meeting is often the most important HOA event of the year—and the most complex to organize. This comprehensive checklist guides you through every step, from initial planning 60 days out to post-meeting follow-up.
The checklist covers notice requirements, proxy solicitation, candidate nominations, venue logistics, presentation preparation, and election procedures. Each task includes timing guidance to ensure nothing falls through the cracks.
Whether you're a first-time board member or a seasoned property manager, this checklist ensures your annual meeting meets legal requirements and runs smoothly, building homeowner confidence in board leadership.
What's Included
- 60-day countdown timeline
- Notice and proxy requirements checklist
- Candidate nomination process
- Venue and logistics planning
- Presentation preparation guide
- Election procedures and ballot counting
- Post-meeting follow-up tasks
How to Use This Template
- 1Start using the checklist 60 days before your meeting date
- 2Check off tasks as you complete them
- 3Delegate tasks to board members or management
- 4Refer to your bylaws for specific requirements
- 5Use the timeline as a guide, adjusting for your community
- 6Keep the checklist for reference next year
Who Should Use This
- Board presidents planning annual meetings
- Property managers coordinating logistics
- Board secretaries handling notices and proxies
- Election committees overseeing nominations
Frequently Asked Questions
Requirements vary by state and your bylaws—typically 10-60 days. Check both your state statutes and governing documents for the specific requirement.
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