Every homeowners association should hold an HOA annual meeting. This meeting sets the tone for the year. At this meeting, board members present reports, and homeowners elect new leaders. Given its importance, associations should take the necessary steps to plan this meeting properly.
What is an HOA Annual Meeting?
The HOA annual meeting is the general meeting for all community members. As the name suggests, it takes place annually, unlike smaller board meetings, which occur more frequently.
Also known as an annual homeowners meeting, this is where board members present reports and provide updates on community affairs. Board elections also take place at this meeting. Other than that, most communities also allocate time during the meeting when owners can share their concerns.
What Goes on in an HOA Annual Meeting?
The annual HOA meeting agenda is what keeps everything from going off the rails. Without one, things can quickly get out of hand, and productivity goes out the window. The board is responsible for drafting the agenda. This lists the topics and the meeting order.
Here are the things typically included in an agenda.
1. Elections
Elections are usually the highlight of the annual meeting. Every year, a few board seats open up, and homeowners can run for candidacy. All members get a vote at the election.
Typically, candidate nominations take place before the annual meeting. That said, floor nominations can also happen.
Before the meeting starts, the board should ensure a quorum is met. No quorum means no valid election, and the board will have to postpone the meeting to a later date.
2. Reports (Board and Committees)
The annual meeting is also when the HOA board and various committee chairs give reports. The treasurer usually presents the financial report, which summarizes the association’s finances. Committee reports will depend on the types of committees the association has.
Reports might sound tedious, but they are essential in keeping members in the loop. They promote transparency, too. That said, for more complex reports, it’s best to include visual aids to make them easier to understand.
3. Project Updates
This part details what’s happening in the community. Examples include landscaping work, road repairs, or future capital projects. Board members are responsible for providing updates.
If there are any project delays or additional costs, the board will have to address them at this point as well. It is essential to keep residents informed, even if it’s not all good news. In the end, it’s better to explain things firsthand than to have rumors spread later on.
4. Open Forum
While not always required, it helps to hold an open forum portion of the meeting. This allows homeowners to speak their mind, share suggestions, or complain about ongoing issues.
To keep things in check, boards should limit how long each person can speak. The standard is two to three minutes per person, but every community has its own rules. Additionally, to avoid repeating the same topics, each person should get to talk once before others can take a second turn.
If there’s no time for everyone, a suggestion box or online form can help gather feedback more efficiently.
HOA Annual Meeting Requirements
Section 55.1-1815 of Virginia’s Property Owners’ Association Act says every HOA has to hold an annual meeting. The board must send out notices at least 14 days before the meeting date. Associations can do this via mail or email, provided the owner has agreed to receive electronic notices.
This notice should include the following:
- Date and time of the meeting;
- Location of the meeting; and
- Meeting agenda.
For the quorum requirement, associations must refer to their bylaws.
Condo Association Annual Meeting Requirements
According to Section 55.1-1949 of the Virginia Condominium Act, condo meetings must happen at least once every year. The board must send or deliver the notice electronically 21 days in advance.
As for the quorum, Section 55.1-1952 states that a quorum is when enough people show up to cast one-third of the eligible votes, unless the bylaws say otherwise. The bylaws can also allow voting by proxy, absentee ballot, or electronic means.
Co-ops Association Annual Meeting Requirements
For co-ops, the Virginia Real Estate Cooperative Act applies. Section 55.1-2140 requires co-ops to hold at least one meeting each year. The association must send out the notice at least 10 days before the meeting. That said, notices must not go out more than 60 days in advance.
Section 55.1-2141 sets the quorum at 20 percent unless the bylaws say otherwise. Votes can be made in person or by proxy.
Who Can Attend the HOA Annual Meeting?
Generally, every owner in the association can attend the annual meeting. Some boards allow tenants, guests, or professionals such as accountants and lawyers when needed for clarification. If the association employs a management company, the community manager also typically attends the annual meeting.
Can an HOA Hold Virtual Meetings in Virginia?
Yes. Virtual meetings are allowed under Section 13.1-844.2 of the Virginia Nonstock Corporation Act. This law will enable members to participate remotely, provided the board authorizes it.
Virtual meetings are useful when members can’t attend in person. Many associations began holding virtual meetings during the pandemic and continued after finding that attendance improved. In virtual meetings, owners can cast their votes electronically. This makes it easier to meet quorum requirements, too.
How to Hold Seamless HOA Annual Meetings
A successful meeting doesn’t just happen without proper planning. Here are some tips for holding annual meetings without a hitch.
1. Plan Ahead of Time
Board members should start planning early — at least a month or two before the date. This gives them enough time to prepare the agenda, reports, and ballots for the election.
It’s also a good idea to double-check mailing lists. This way, the board can ensure that it sends out the notices to the correct addresses. Doing so can make it easier to achieve a quorum.
2. Create and Stick to an Agenda
Boards should always create a clear annual HOA meeting agenda. Not only that, but they must stick to it. Following the agenda can help the board save time and avoid confusion for everyone. While being flexible isn’t bad, drifting too far can quickly make a mess of the meeting.
3. Encourage and Monitor Attendance
Homeowners don’t always want to attend meetings, so boards have to make the effort to do so. Board members can send a reminder email from time to time. An even better way to entice members is to add a little something extra. Some communities offer snacks, drinks, or even a small raffle.
When attendance goes up, it’s easier to meet a quorum. This will help prevent delays or postponements. Boards should also explain why homeowners should attend meetings. It’s at this meeting that homeowners can stay up to date on community matters. Critical decisions, such as those that affect everyone, are also made at this meeting.
4. Allow Comments
It’s a good idea for boards to designate time for open comments. Of course, it’s important not to let things get out of control. As previously advised, boards should limit speaking time to a few minutes per person. And if time runs out, a suggestion box or online feedback system can work just as well.
5. Hire Professional Help
Boards can also hire a management company to assist them with navigating meetings. Managers help with scheduling, proxies, minutes, and ensuring the process complies with the law. Their experience prevents common mistakes and maintains a professional tone.
An Important Tool
An HOA annual meeting isn’t just another item on the board’s checklist. It is a key part of keeping the community informed and united. When done right, it can help build trust, boost transparency, and set a solid tone for the year ahead.
Keymont Community Management offers expert management services to associations in Virginia, Maryland, and Washington, DC. Call us today at 703.752.8300 or request a proposal to start your journey!
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