Three Steps for Effective Community Association Annual Meetings

Tips from our Community Associations Team

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

Click to download list in PDF format

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.