The annual meeting of the members is an event where friends and neighbors can get together, obtain information about the happenings in their community, decide who will represent them on the Board of Directors and see where the community is going in the near future.
The meeting should take place at a time and location that is convenient for most members to attend. If some members are unable to attend, many associations allow for proxies to be used so those absentees may still vote and have a say at the meeting. Having the option to allow the proxy to count towards quorum purposes only also provides additional support to those communities where meeting the quorum requirements may be a challenge.
The agenda for an annual meeting is very similar to other community or board meetings where the time, location, etc are noted, the call to order and adjournment are clear, and includes the business to be addressed.
Unless otherwise noted in the annual meeting notice to the membership, delivered in the timeline requirements of your governing documents, the only business to be concluded at an annual meeting are:
• Approval of the prior year’s annual meeting minutes
• Election of the Board of Directors
Of course you should be providing reports to your attending members, such as the President’s and Treasurer’s reports, but the only association business that takes place are the two above items.
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