Meetings & governance
HOA Annual Meeting Notice Template
The annual meeting notice is the most procedurally sensitive notice the board sends. Get the timing wrong and the meeting itself can be invalidated, throwing every action taken at it (election results included) into challenge.
When to use
Use once a year, on the schedule and timing your Bylaws specify. Most Bylaws require notice 30-60 days before the meeting; some states (notably California under Davis-Stirling) override the Bylaws with a statutory minimum.
How to use this template
- 1
Verify the notice window against both your Bylaws and your state HOA statute. The longer of the two governs.
- 2
Include any candidate-nomination call far enough in advance for owners to actually nominate. A late nomination call is a common election challenge.
- 3
Enclose or link to the proxy form and (if applicable) the ballot or ballot-secrecy envelopes.
- 4
Confirm the delivery method matches the Bylaws (mail, email-with-consent, posted on the community website, etc.).
The template
[HOA NAME] NOTICE OF ANNUAL MEETING OF MEMBERS Date: [MEETING DATE] Time: [START TIME] (registration opens [TIME]) Location: [ADDRESS / VIDEO LINK] To: All members of record of [HOA NAME] as of [RECORD DATE] Notice is hereby given, pursuant to [BYLAWS SECTION CITE] and [STATE STATUTE CITE, IF APPLICABLE], that the Annual Meeting of the Members of [HOA NAME] will be held on the date, time, and at the location stated above, for the purpose of: 1. Electing [N] directors to serve [TERM LENGTH]-year terms; 2. Receiving the President's annual report; 3. Receiving the Treasurer's report on the prior fiscal year and the approved budget for the upcoming fiscal year; 4. Voting on the following items, if any: [LIST OWNER VOTE ITEMS — e.g., special assessment ratification, Bylaws amendment, Declaration amendment]; 5. Transacting any other business properly brought before the meeting. ──────────────────────────────────────────────────────── CALL FOR CANDIDATES [N] director seats are open. Members in good standing may self-nominate or nominate another member by submitting a candidate statement (limited to [WORD LIMIT] words) to [HOA EMAIL / ADDRESS] no later than [NOMINATION DEADLINE]. QUORUM Per [BYLAWS SECTION CITE], a quorum is [QUORUM PERCENT]% of the members. If a quorum is not reached, the meeting will be adjourned and reconvened on [ADJOURNED DATE], at which time the quorum requirement is reduced to [REDUCED QUORUM] of those present, in person or by proxy. PROXIES AND BALLOTS A proxy form is enclosed (or available at [URL]). Members unable to attend in person are encouraged to designate another member to vote on their behalf. Ballots for the director election will be distributed [separately / at registration / by mail-in secret ballot, per BYLAWS SECTION CITE]. ──────────────────────────────────────────────────────── By order of the Board of Directors, [SECRETARY NAME] Secretary, [HOA NAME] Notice issued: [NOTICE DATE] Delivery method: [MAIL / EMAIL / WEBSITE] Enclosures: Proxy form · Candidate statements (if available) · Prior-year financial summary
Review with counsel before sending. Annual-meeting notice timing, content, and delivery method are commonly governed by state statute that overrides the Bylaws. A defective notice often invalidates the meeting and any election held at it.
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