Annual Meetings: What Board Members Need to Prepare

As we enter the first quarter of the year, it’s a good time for HOAs and condominium communities to start preparing for their Annual General Meeting (AGM). Many associations are required by their bylaws to hold their annual meeting in Q1, so if you haven’t checked your governing documents yet, now is the time!

What is the Purpose of the Annual Meeting?

The annual meeting is one of the most important gatherings of the year for an HOA or condominium association. It serves as an opportunity to:

• Elect board members – If your board members serve staggered terms or if positions are up for election, this is when homeowners can vote for new leadership.

• Review the association’s financial health – The board presents reports on the association’s budget, reserve funding, and financial statements.

• Approve past meeting minutes – Homeowners may be asked to approve the minutes from the previous annual meeting.

• Ratify the budget – Many condominiums and HOAs ratify their annual operating budgets at their annual meetings, rather than holding a budget ratification meeting on a separate date.

• Homeowner forum – The annual meeting is a great opportunity to allow homeowners to voice concerns, ask questions, and provide feedback on community matters.

Sample Annual Meeting Agenda

A well-organized meeting follows a clear agenda. Here’s an example of a typical HOA annual meeting agenda:

Call to Order

Verification of Quorum

Approval of Prior Meeting Minutes

Board Member Reports

Budget Ratification

Election of Board Members

Homeowner Forum

Adjournment

Meeting Notice Requirements

In Washington State, the Washington Uniform Common Interest Ownership Act (WUCIOA) and other governing laws such as 64.34 and 64.38 require:

• Advance Notice – Homeowners must receive a written notice of the meeting in advance (typically 14-21 days, depending on the association’s governing documents).

• Delivery Method – Notices can usually be sent by mail, email (if homeowners have opted in), or posted in a common area.

• Agenda Inclusion – The notice should include the meeting agenda, details on board elections, and any items requiring a homeowner vote.

Check your association’s bylaws and state laws to ensure compliance with notice requirements.

Final Thoughts

The annual meeting is a key event for every homeowner association, providing a chance for members to participate in governance, stay informed, and contribute to the future of their community. If you’re on the board, start preparing early to ensure a smooth and productive meeting. If you're a homeowner, make sure to attend—your vote and voice matter!