Formal agenda for the HOA annual meeting, including election procedures, financial review, and homeowner forum.
A well-structured annual meeting agenda keeps the meeting on track, ensures all required items are covered, and demonstrates that the board is running an organized, professional operation. This template follows Robert's Rules of Order conventions and includes time estimates for each agenda item — helping boards manage a meeting that typically runs 60–90 minutes. It also includes the election and vote-counting procedures to handle director elections smoothly.
Finalize this agenda at least 2 weeks before your annual meeting and distribute it with your meeting notice. Having a set agenda helps the board chair run an efficient meeting and gives homeowners advance notice of what will be discussed.
[COMMUNITY NAME] HOMEOWNERS ASSOCIATION
ANNUAL MEETING AGENDA
[DATE] | [TIME] | [LOCATION]
I. CALL TO ORDER — [Board President Name]
II. VERIFICATION OF QUORUM — [Secretary Name]
Quorum requires [X] homeowners present or by proxy
Homeowners present: ___ Proxies received: ___
Total: ___ Quorum [MET / NOT MET]
III. APPROVAL OF PRIOR ANNUAL MEETING MINUTES
Motion: ___________________ Second: ___________________
IV. BOARD OF DIRECTORS ELECTION
Seats up for election: [X] seats ([2]-year term each)
Nominees: [LIST NAMES]
Ballot distribution and collection
Vote counting by inspector(s) of election
V. TREASURER'S ANNUAL REPORT
Year-end financials — [FISCAL YEAR]
Reserve fund status
[YEAR+1] budget overview
VI. COMMITTEE REPORTS (5 min. each)
A. Architectural Review Committee
B. Landscape Committee
C. [Additional Committee]
VII. ANNOUNCEMENT OF ELECTION RESULTS
VIII. HOMEOWNER OPEN FORUM
3 minutes per speaker — please sign in at the door
IX. ADJOURNMENT
Next Board Meeting: [DATE] | [TIME] | [LOCATION]Download the full editable template
LotWize generates this document with your community's actual details — homeowner name, address, and governing document citations already filled in.
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Finalize this agenda at least 2 weeks before your annual meeting and distribute it with your meeting notice. Having a set agenda helps the board chair run an efficient meeting and gives homeowners advance notice of what will be discussed.
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Start 14-Day Free TrialThis template provides general guidance only — not legal advice. HOA rules and document requirements vary by state and by your governing documents. Always consult an HOA attorney before using any document in a legal or enforcement context.