Glossary
What is an annual meeting?
The once-a-year meeting of all owners where directors are elected, the budget is presented, and the year's business is put to a vote. Required by the bylaws and usually by statute.
In Havn
Havn sends the meeting notice by email, text, and mailed letter in one send, runs the ballot in the portal, and files the minutes in the library.
CommunicationsThe annual meeting is called with written notice to every owner, within the window the bylaws set, often between ten and sixty days before. The notice carries the date, place, agenda, and any ballot or proxy. Minutes record who attended, whether quorum was met, and what was decided.
Many states now allow virtual or hybrid meetings and electronic voting if the association adopts the procedure first. A meeting held without proper notice can have its decisions challenged.
Keep Reading
Guides
- HOA Voting Rules, ExplainedWho gets a vote, how much it counts, how many owners have to show up, and what a proxy actually does.
- How to Run an HOA MeetingA board meeting that ends on time and an annual meeting that makes quorum are mostly the same discipline: a notice sent on the right day, an agenda that puts decisions first, and minutes written before anyone leaves.
- HOA Newsletter Ideas: What to Put in Every IssueA newsletter owners read is short, has dates in it, and says what the money did.
Templates
- HOA Annual Meeting Notice TemplateA free HOA annual meeting notice template: date, place, agenda, the election, quorum, and the proxy or ballot enclosed, written to meet the notice window in your bylaws.
- HOA Proxy Form TemplateA free HOA proxy form template: the owner, the home, the proxy holder, the meeting, directed instructions on each item, the expiration, and the signature.
- HOA Meeting Minutes TemplateA free HOA board meeting minutes template: who attended, whether quorum was met, each motion with who moved it and the vote, and what was decided.
Laws and Documents
- HOA laws by stateEvery state's association statutes and resale rules on one map.
- HOA letter templatesFree notices, ballots, and letters a board can copy and send.
See how Havn handles it with your own community.
HOA management software with a homeowner portal owners actually use. Resale documents are included; the requester pays for each one.