Annual Meeting Notice
~20 minutes to fill in · 354 words · state notes for FL, CA, TX, AZ, NV, OR, WA
Send to every member ahead of the annual meeting, within the notice window your bylaws and state statute require — the notice window is the detail that invalidates elections when boards get it wrong, so check the state note below and your bylaws before setting the date. Pair it with the proxy form your governing documents prescribe.
Notice of annual meeting
NOTICE OF ANNUAL MEETING OF THE MEMBERS [ASSOCIATION NAME]
To all members of [ASSOCIATION NAME]:
The annual meeting of the members will be held:
Date: [DAY OF WEEK], [DATE] Time: [TIME] — registration and proxy check-in open at [TIME] Location: [ADDRESS / ROOM] [and by video at [LINK], if your governing documents permit remote attendance] Record date: members of record as of [DATE] are entitled to notice and to vote.
This notice is given on [MAILING/POSTING DATE] in accordance with the Association's bylaws and applicable state statute.
Agenda
1. Call to order and certification of quorum 2. Proof of notice of meeting 3. Approval of the minutes of the [DATE] annual meeting 4. President's report on the year: [ONE-LINE HIGHLIGHTS — e.g., completed projects, reserve funding] 5. Treasurer's report and presentation of the [YEAR] budget 6. Election of [NUMBER] directors, each for a [LENGTH]-year term (candidates and procedure below) 7. Announcement of election results 8. Member open forum 9. Adjournment
[NEVADA AND OTHER AGENDA-RULE STATES: the members may not take action on any item not listed on this agenda. Add all action items before mailing.]
Director election
[NUMBER] seats are open. Candidates who submitted timely notice of candidacy:
- [CANDIDATE NAME] — [ONE-LINE STATEMENT, OPTIONAL]
- [CANDIDATE NAME] — [ONE-LINE STATEMENT, OPTIONAL]
- [ADD OR DELETE LINES AS NEEDED]
[Nominations from the floor will / will not] be accepted, per the bylaws. Voting is by [written ballot / secret ballot administered per state statute]. Each [lot/unit] carries [NUMBER] vote(s). Members with unpaid assessments [may / may not] vote, per the governing documents and applicable law.
Quorum and proxies
Quorum requires [PERCENT]% of the total voting interests ([NUMBER] of [TOTAL] [lots/units]) present in person or by proxy. If quorum is not reached, the meeting will be [adjourned and reconvened on [DATE] per the bylaws].
If you cannot attend, PLEASE RETURN THE ENCLOSED PROXY — quorum failures cost the Association a second mailing and delay the election. Return it to [NAME/ADDRESS/EMAIL] by [DATE, TIME]. You may revoke your proxy by attending in person.
Questions: contact [NAME] at [EMAIL] / [PHONE].
By order of the Board of Directors, ____________________ [NAME], Secretary · [DATE]
State notes
- Florida
- §720.306, Florida Statutes governs member meetings and notice (including a 14-day mailed/delivered notice rule for annual meetings) and election procedures. Verify current text and your bylaws before mailing.
- California
- Davis-Stirling: general notice of member meetings is governed by Civil Code §5000-series provisions, and director elections require the secret-ballot procedures of Civil Code §5100 et seq., with ballots mailed at least 30 days before the deadline. Election timing drives the whole calendar — work backward from it.
- Texas
- Texas Property Code §209.014 requires an annual meeting of members; §209.0056 sets election-notice timing for certain associations. Verify both against your bylaws.
- Arizona
- A.R.S. §33-1804 addresses member meeting notice for planned communities. Verify the current minimum notice days against your bylaws and use the longer period.
- Nevada
- NRS 116.3108 governs unit-owner meetings and notice content, including agenda requirements. Nevada's agenda rules limit action on items not listed — make the agenda complete.
- Oregon
- ORS 94.624 governs annual member meetings and notice for planned communities. Verify the current minimum notice period against your bylaws and use the longer period.
- Washington
- RCW 64.38.025 governs homeowner association member meetings and notice requirements. Verify the current minimum notice days and any election procedures specified in your governing documents.
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