Tips from our Community Associations Team
Click to download list in PDF format
1. Planning
A. As far in advance as possible (preferably immediately after last annual meeting).
- Set date (must comply with Bylaws)
- Reserve meeting space (and tables, chairs, audio-visual equipment, podium and microphone)
- Give date to Association attorney
- Put notice of date in ALL newsletters
B. Six Months Ahead
- Have Board of Directors start considering “Ground Rules” to be mailed out with notices
- Begin preparation of Notice Package (Notice, Proxy, Agenda, candidate information and “Ground Rules”)
- Form nominating committee to interview and propose slate of candidates
C. Three Months Ahead
- Finalize Notice Package and send to attorney for review
- Finalize proposed slate of candidates for director
- Finalize “Ground Rules”
- Begin preparation of Membership Lists
- Send out Notice Packages per Bylaws
- Draft reminder notice for Newsletter
- Arrange caterer / refreshments
- Arrange for off-duty policeman / security
D. Month of Meeting
- Update Membership lists and delinquencies
- Prepare “check in” package
- Line up volunteers to assist with “check in”
- Finalize President’s script and meet with President
- Confirm everything
2. Meeting
- Check-in tables with volunteers and Membership lists with check-in sheets
- Greeter(s)
- Trouble-shooter(s)
- Room/Chair arrangements
- Refreshments
- Test audio-visual equipment and microphones
- Security
- Voting: ballot collectors and counters (calculators and tally sheets for vote counters)
- Copies of Agendas and “Ground Rules”
- Minutes
3. Post Meeting
- Prepare Minutes
- New Board Meeting / Orientation
- New Signature Cards
- Elect Officers
- Start planning for next year
Elizabeth L. White is Sands Anderson’s Community Associations Team Leader and a recognized national leader in community association law. Her practice is centered on acting as general counsel to large-scale master planned communities, as well as representing developers, financial institutions, local governments and insurers in connection with planned community developments, condominiums and operations.