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Meeting kitHOAs & residentsBoard & governance

HOA annual meeting

90 minutes 11 slides, 2 liveFree Free template

The annual owners' meeting: a 90-minute agenda, 11 budget and election slides, an owner priority poll and a recap email for owners.

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Annual meeting of owners

[Community name] · [Date]

Title

In short

An HOA annual meeting is the yearly meeting of all homeowners, where the board reports on the year, presents the budget and holds director elections. This kit gives you a 90-minute agenda, 11 budget and election slides, an owner priority poll, questions from phones and a recap email for owners.
Time
90 minutes
Slides
11, 2 interactive
Includes
Agenda, deck, recap email
Plan
Free

Updated October 4, 2026

What's in the kit

  1. 1Annual meeting of owners
  2. 2Tonight
  3. 3The year in review (replace)
  4. 4Budget at a glance (replace)
  5. 5Where each assessment dollar goes (replace)
  6. 6This year vs next year (replace)
  7. 7Reserve study: the big items coming
  8. 8Board election
  9. 9What should the board focus on next year?Keep assessments steady · Repairs and maintenance · Amenities · Landscaping · Communication live
  10. 10Your question for the board live
  11. 11Thank you for being here

The agenda

By the end of this meeting, owners have heard the year's report and next year's budget, the board election is complete, and the board knows owners' top priorities.

90 min · 10 blocks, drawn to scale Fits exactly
  1. Sign-in, quorum and proof of notice, 8 minutes 8
  2. Call to order and introductions of the board and manager, 3 minutes 3
  3. Approve the minutes of last year's annual meeting, 3 minutes 3
  4. President's report: the year in review, 10 minutes 10
  5. Treasurer's report and next year's budget, 15 minutesInfo 15
  6. Candidate statements, 10 minutes 10
  7. Election of directors: ballots, count and results, 12 minutes 12
  8. Owner priorities for next year, 5 minutes 5
  9. Owner open forum, 18 minutesBrainstorm 18
  10. Announce results and adjourn, 6 minutes 6
023456890 min
  1. +0′Sign-in, quorum and proof of noticeTip: Count owners present plus valid proxies against the quorum in your bylaws. Many associations need a lower quorum if the first meeting fails; check yours.8 minInfo
  2. +8′Call to order and introductions of the board and manager3 minInfo
  3. +11′Approve the minutes of last year's annual meeting3 minDecide
  4. +14′President's report: the year in reviewTip: Present the deck. Lead with what owners will notice: repairs done, problems fixed, money saved.10 minInfo
  5. +24′Treasurer's report and next year's budgetTip: Cover the operating budget, the reserve fund and whether assessments change. Have the reserve study summary ready for questions.15 minInfo
  6. +39′Candidate statementsTip: Give every candidate the same time. Use the timer.10 minInfo
  7. +49′Election of directors: ballots, count and resultsTip: Run the official election with the ballots or proxies your bylaws and state law require. Some states require secret written ballots counted by independent inspectors of election.12 minDecide
  8. +61′Owner priorities for next yearWhat should the board focus on next year?Tip: Advisory. The result goes to the new board.5 minVote
  9. +66′Owner open forumYour question or idea for the boardTip: Owners type questions on their phones. Answer the most common first and promise written answers for the rest.18 minBrainstorm
  10. +84′Announce results and adjourn6 minWrap-up

The follow-up email

Subject

Annual meeting recap: budget, new board and your priorities

Thank you to everyone who came or sent a proxy.

Quorum: ____ owners present or by proxy (____ required)

New board
Elected: ______
Continuing: ______

Budget for next year
Operating budget: ______  Reserve contribution: ______
Monthly assessment from ______: ______

What owners told us
Top priority from the owner poll: ______
Questions we promised to answer in writing:
1. ______
2. ______

Next board meeting: ______
Draft minutes will be shared once approved.

How to run it

  1. 1Check your bylaws and state law for notice, quorum, proxies and how the election must be run before you finalize the agenda.
  2. 2Turn on 'Ask for name' so owners who scan the QR code are signed in, and count proxies separately.
  3. 3Replace every sample figure in the deck with your budget and reserve study numbers.
  4. 4Run the official board election on the ballots your rules require. Use phone voting for the advisory priority poll only.
  5. 5Collect open forum questions on phones, answer the common ones live, and send written answers with the recap email.

Questions people ask

What happens at an HOA annual meeting?
Owners confirm quorum, approve last year's minutes, hear the president's and treasurer's reports and the budget, elect directors and raise questions in an open forum.
What is on an HOA annual meeting agenda?
Sign-in and quorum, call to order, approval of last year's minutes, reports, the budget, candidate statements, the election, an owner forum and adjournment.
Can HOA elections be held by phone voting?
Only if your bylaws and state law allow electronic voting. Some states require secret written ballots counted by independent inspectors. This kit uses phone voting for advisory polls only.

Run it with your group

Free
  • Everyone answers on their phone, no app or sign-up
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to use and to run live. No card needed.

Goes well with

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