HOA glossaryGovernance

What is Annual Meeting?

The annual meeting is the yearly gathering of all owners where directors are elected and the association's finances and plans are presented.

Bylaws set the timing, the notice period (commonly 10 to 30 days), and the required contents of the notice — typically the agenda, candidate information, budget summary, and proxy or ballot materials.

Typical agenda: call to order and quorum certification, approval of prior minutes, financial and manager reports, committee reports, election of directors, owner open forum, adjournment.

Annual meetings are also the highest-leverage communication moment of the year. Communities that publish documents, minutes, and budgets ahead of time — and give owners a way to get answers before showing up — see calmer, shorter meetings.

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Related terms

QuorumQuorum is the minimum participation required for a meeting's votes to count, set as a percentage of owners for member meetings or directors for board meetings.ProxyA proxy is a written authorization letting another person attend and vote on an owner's behalf, commonly used to reach quorum at annual meetings.Board of DirectorsThe board of directors is the group of owners elected to govern the association, set the budget, enforce the documents, and hire vendors on behalf of all members.Meeting MinutesMinutes are the official written record of what a board or membership meeting decided, and they are generally available to owners on request.

Answers straight from your own documents

Melo tells residents what Annual Meeting means in your community — citing the exact page of your CC&Rs, budget, or rules.