How to Conduct an HOA Annual Meeting

Your HOA’s Annual Meeting is one of the most important events of the year. It’s a chance to update homeowners, elect board members, approve budgets, and make key decisions for your community’s future.

But hosting an Annual Meeting can feel overwhelming if you’re not sure where to start, here’s a step-by-step guide to help you plan, conduct, and wrap up a successful HOA annual meeting.

1. Set the Date and Send Notices

First things first: pick a date that gives you enough time to meet notice requirements. Most states, and your governing documents, require advance notice (often 14 to 30 days before the meeting).

Your notice package should include:

• Date, time, and location (or virtual link)

• Meeting agenda

• Proxy forms (if allowed)

• Voting instructions

• Any financial documents or reports to be reviewed

With CondoVoter, we take care of sending these notices digitally or by mail, and we help you collect e-consent from owners to enable email delivery.

2. Confirm Quorum

You’ll need to confirm quorum, the minimum number of homeowners present (in person, by proxy, or electronically) to officially hold the meeting.

If quorum isn’t met, the meeting will need to be rescheduled. That’s why many communities use CondoVoter: our platform helps you track quorum in real time and includes a Quorum Guarantee.

3. Prepare Your Agenda

A clear agenda keeps the meeting focused and organized. Common items include:

• Call to order

• Approval of previous meeting minutes

• Financial reports and updates

• Board elections

• Budget approval

• Open forum or Q&A

• Adjournment

Distribute the agenda ahead of time so homeowners know what to expect.

4. Make It Accessible

Today’s homeowners want options. Offering a hybrid or fully virtual meeting ensures more owners can attend, especially in seasonal or large communities.

CondoVoter supports secure online voting, notices and e-concent collection, so your AGM runs smoothly, wherever your residents are.

5. Run the Meeting

Start on time and follow the agenda. Here’s a quick outline of the process:

• Call to order

• Roll call or quorum confirmation

• Review and approve previous minutes

• Present financial and community updates

• Conduct board elections (vote counting or announce results)

• Discuss new business

• Open forum for homeowner questions

• Adjourn the meeting

A neutral third party, such as a professional chairperson from CondoVoter, can help guide the meeting, keep things civil, and make sure rules are followed.

6. Share the Results and Minutes

After the meeting, share the election results and official meeting minutes with all homeowners. This builds trust, keeps everyone informed, and meets your legal obligations.

If you use CondoVoter, we’ll provide a certified report of the vote and help you prepare post-meeting summaries.

Let CondoVoter Make It Simple

From e-consent and quorum tracking to proxy collection and virtual meeting support, CondoVoter takes the stress out of hosting your Annual Meeting. We offer:

• Fully managed electronic voting

• Real-time quorum monitoring

• Professional virtual meeting chairing

• A Quorum Guarantee – if quorum isn't reached, we re-host your vote at no extra charge

Planning your next AGM?

Let’s make it your easiest one yet. Contact us at info@condovoter.com to talk to one of our voting specialists or book a free demo to see how CondoVoter can help.