Sample Agenda
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SAMPLE ANNUAL MEETING AGENDA

Annual Meeting agendas will vary from association to association. Following is a sample agenda that can be modified as-needed.

ANNUAL MEETING OF _____ ASSOCIATION
<date>
  1. Registration. Registration starts at _______ p.m.

  2. Call to Order. <The Inspector of Elections determines when quorum has been achieved. At that point, the meeting is called to order by the President.>

  3. Approval of Minutes. <Unless the minutes were already approved by the board, a motion is usually made to waive the reading of prior year's minutes and followed by a voice vote to approve the minutes. “Is there a motion to approve the minutes of last year’s Annual Meeting? . . . Is there a second? . . . All in favor? . . Opposed? . . . Motion carries and the minutes are approved.”>

  4. Approve of Tax Resolution. <If an excess income resolution is not on the ballot, it can be approved at the meeting by membership voice vote. Generally, no business is conducted except those items directly related to the election. See restrictions on matters that can be raised from the floor.>

  5. Reports. <Reports are traditionally given at the annual meeting but because of low turnout many HOAs forgo them and send written reports to all owners. If reports are given at the meeting, they usually include a summary by the the Treasurer of the HOA's year-end financial condition and a report by the President of the past year's projects and a look forward.>

  6. Nominations. <If authorized by the election rules, nominations are taken from the floor followed by statements by nominees.>

  7. Close the Polls. <Some associations close the polls a day or two before the meeting. If polls remain open during the meeting, (i) the President can call for a motion to close the polls so the counting of ballots can begin or (ii) the Inspector of Elections can ask if everyone has voted that wants to vote and simply announce that the polls are closed.>

  8. Presentation of Awards. <Many associations present awards to retiring directors and recognize the work of committees.>

  9. Open Forum. Members in good standing are free to speak on any matter of interest to the community. Members must observe rules of decorum and not disrupt the meeting. Each person will have three minutes to speak. If they are in the middle of a sentence when time is called, they may finish their thought before sitting down. The time guidelines ensure that others will have an opportunity to speak. Speakers may not allot their time to someone else.

  10. Election Results. <Announce election results.>

  11. Adjournment. <Motion to adjourn the meeting.>

  12. Organizational Meeting. New and continuing board members will meet after the meeting to elect officers and establish board meeting dates and times.
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Adams Stirling PLC