Annual Meeting Season Is Coming
Annual meetings are the single most important governance event of the year. Whether yours is in April or May, now is the time to start preparing. A well-organized meeting builds homeowner confidence and keeps your community running smoothly.
Your 60-Day Countdown Checklist
60 Days Out
Confirm the basics. Lock in your meeting date, time, and venue with your community manager. Check your governing documents for any requirements about meeting location, notice periods, and quorum thresholds.
45 Days Out
Draft the meeting notice and agenda. Your agenda should include: call to order, proof of notice, establishment of quorum, approval of prior meeting minutes, financial report, old business, new business, board elections (if applicable), and adjournment.
30 Days Out
Mail the meeting notice and proxy forms. Texas Property Code requires written notice between 10 and 60 days before the meeting. Mail is the safest method. Include a proxy form so owners who cannot attend can still be counted toward quorum.
14 Days Out
Prepare your materials. Financial reports should be clear and concise. If there are board candidates, prepare their bios. Have copies of the current budget, reserve study summary, and any proposed amendments ready for distribution.
7 Days Out
Verify quorum. Count the proxy forms you have collected. If you are short of quorum, make phone calls or send a final reminder. Your management team can help coordinate a proxy drive.
Day Of
Arrive early. Set up a sign-in table, have backup proxy forms and ballots ready, and test any presentation equipment. A smooth start sets the tone for the entire meeting.
Pro Tip: Start Collecting Proxies Early
The number one reason annual meetings fail is lack of quorum. Begin collecting proxy forms as soon as the notice goes out. Your management company can help by including proxy forms in community communications and following up with homeowners who have not yet responded.
Questions about your upcoming annual meeting? Contact your community manager or call us at 512-251-6122.
