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How to Plan an Annual Meeting Annual meetings are crucial events throughout the life of an association, and making the most of them takes careful planning. Most communities must meet certain requirements related to planning, timing, and size of the annual meeting. While you should check your governing documents for your association's guidelines, communities can typically pencil in a date for their annual meeting a year in advance and follow the below planning schedule leading up to it: • 6-8 months out: Review your governing documents for details about the time, date, and location. The documents should also specify how homeowners should be notified of the meeting, the election process, and quorum requirements. • 60 days out: Collaborate with your community manager to prepare the annual meeting notice and meeting materials. Develop an agenda that addresses hot topics, like upcoming projects, dues, and social events, and invite special guests, including vendors and contractors, to attend. • 30 days out: Distribute your annual meeting notice and agenda to attendees. Guarantee that the timing, delivery method, and format comply with local and state laws and governing documents. • 5 days out: Send an email reminder to all involved parties and prompt them to submit a proxy if they cannot attend. A proxy allows someone else to attend and vote on their behalf. Also, confirm details with special guests and meeting room reservations. • Meeting day: Bring a sign-in sheet, extra copies of the agenda, ballots, and pens with you. Make introductions and welcome new homeowners to the community. Be focused and follow the agenda. If there's a lot to discuss, set a time frame so that all agenda items can be covered.

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