======================================================== Free template from The HOA Guide -- thehoaguide.com ======================================================== ======================================================== TEMPLATE 1: HOA BOARD MEETING AGENDA ======================================================== Association Name: __________________________________________ Meeting Date: ______________________________________________ Meeting Time: ______________________________________________ Location: __________________________________________________ -------------------------------------------------------- AGENDA -------------------------------------------------------- 1. CALL TO ORDER Called to order by: ____________________________________ Time called to order: _________________________________ 2. QUORUM VERIFICATION [ ] Quorum is present Board members present: ________________________________ ________________________________________________________ Board members absent: _________________________________ 3. APPROVAL OF PRIOR MEETING MINUTES Date of prior minutes: ________________________________ [ ] Motion to approve minutes as written [ ] Motion to approve minutes with corrections Corrections noted: ____________________________________ ________________________________________________________ Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried [ ] Motion failed 4. FINANCIAL REPORT Presented by: __________________________________________ Current bank balance: $_________________________________ Accounts receivable (unpaid assessments): $_____________ Accounts payable (outstanding bills): $_________________ Budget variance notes: _________________________________ ________________________________________________________ [ ] Motion to accept the financial report Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried [ ] Motion failed 5. MANAGER'S REPORT (if applicable) Presented by: __________________________________________ Summary of completed maintenance: ______________________ ________________________________________________________ Pending work orders: ___________________________________ ________________________________________________________ Violations issued since last meeting: __________________ Other items: ___________________________________________ ________________________________________________________ 6. COMMITTEE REPORTS a. Committee: __________________________________________ Report by: __________________________________________ Summary: ____________________________________________ ______________________________________________________ b. Committee: __________________________________________ Report by: __________________________________________ Summary: ____________________________________________ ______________________________________________________ c. Committee: __________________________________________ Report by: __________________________________________ Summary: ____________________________________________ ______________________________________________________ 7. OLD BUSINESS (unfinished items from prior meetings) 1. ____________________________________________________ Discussion notes: ___________________________________ Action taken: ________________________________________ [ ] Vote required Moved by: ___________________________________________ Seconded by: ________________________________________ [ ] Motion carried [ ] Motion failed 2. ____________________________________________________ Discussion notes: ___________________________________ Action taken: ________________________________________ [ ] Vote required Moved by: ___________________________________________ Seconded by: ________________________________________ [ ] Motion carried [ ] Motion failed 3. ____________________________________________________ Discussion notes: ___________________________________ Action taken: ________________________________________ [ ] Vote required Moved by: ___________________________________________ Seconded by: ________________________________________ [ ] Motion carried [ ] Motion failed 8. NEW BUSINESS (items introduced at this meeting) 1. ____________________________________________________ Discussion notes: ___________________________________ Action taken: ________________________________________ [ ] Vote required Moved by: ___________________________________________ Seconded by: ________________________________________ [ ] Motion carried [ ] Motion failed 2. ____________________________________________________ Discussion notes: ___________________________________ Action taken: ________________________________________ [ ] Vote required Moved by: ___________________________________________ Seconded by: ________________________________________ [ ] Motion carried [ ] Motion failed 3. ____________________________________________________ Discussion notes: ___________________________________ Action taken: ________________________________________ [ ] Vote required Moved by: ___________________________________________ Seconded by: ________________________________________ [ ] Motion carried [ ] Motion failed 9. HOMEOWNER FORUM / OPEN COMMENT PERIOD Time limit per speaker: _______ minutes Topics raised: ________________________________________________________ ________________________________________________________ ________________________________________________________ Board responses or follow-up items: ________________________________________________________ ________________________________________________________ 10. ADJOURNMENT [ ] Motion to adjourn Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried Time adjourned: _______________________________________ Next meeting date: ____________________________________ Next meeting time: ____________________________________ Next meeting location: ________________________________ ======================================================== TEMPLATE 2: HOA ANNUAL MEETING AGENDA ======================================================== Association Name: __________________________________________ Annual Meeting Date: _______________________________________ Meeting Time: ______________________________________________ Location: __________________________________________________ Fiscal Year Covered: _______________________________________ -------------------------------------------------------- AGENDA -------------------------------------------------------- 1. CALL TO ORDER Called to order by: ____________________________________ Time called to order: _________________________________ 2. QUORUM VERIFICATION [ ] Quorum is present Total units/lots in association: _______________________ Owners present in person: ______________________________ Owners present by proxy: ______________________________ Total represented: ____________________________________ Quorum requirement: ___________________________________ 3. PROOF OF NOTICE [ ] Notice was mailed/delivered on: ___________________ [ ] Notice meets the requirement of _______ days 4. APPROVAL OF PRIOR ANNUAL MEETING MINUTES Date of prior annual meeting: _________________________ [ ] Motion to approve minutes as written [ ] Motion to approve minutes with corrections Corrections noted: ____________________________________ ________________________________________________________ Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried [ ] Motion failed 5. STATE OF THE ASSOCIATION / COMMUNITY UPDATES Presented by: __________________________________________ Major accomplishments this year: _______________________ ________________________________________________________ ________________________________________________________ Ongoing projects: ______________________________________ ________________________________________________________ Upcoming plans: ________________________________________ ________________________________________________________ 6. ANNUAL FINANCIAL REPORT / AUDIT PRESENTATION Presented by: __________________________________________ Total revenue for the year: $___________________________ Total expenses for the year: $__________________________ Net surplus or deficit: $_______________________________ Reserve fund balance: $_________________________________ [ ] Audit completed by: ________________________________ [ ] Motion to accept the annual financial report Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried [ ] Motion failed 7. PROPOSED BUDGET FOR COMING YEAR Presented by: __________________________________________ Proposed annual assessment amount: $____________________ Change from current assessment: $______________________ Key budget line items: ________________________________________________________ ________________________________________________________ ________________________________________________________ [ ] Motion to approve the proposed budget Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried [ ] Motion failed 8. MANAGER'S REPORT (if applicable) Presented by: __________________________________________ Summary: _______________________________________________ ________________________________________________________ 9. COMMITTEE REPORTS a. Committee: __________________________________________ Report by: __________________________________________ Summary: ____________________________________________ ______________________________________________________ b. Committee: __________________________________________ Report by: __________________________________________ Summary: ____________________________________________ ______________________________________________________ c. Committee: __________________________________________ Report by: __________________________________________ Summary: ____________________________________________ ______________________________________________________ 10. OLD BUSINESS (unfinished items from prior meetings) 1. ____________________________________________________ Discussion notes: __________________________________ Action taken: ______________________________________ [ ] Vote required Moved by: __________________________________________ Seconded by: _______________________________________ [ ] Motion carried [ ] Motion failed 2. ____________________________________________________ Discussion notes: __________________________________ Action taken: ______________________________________ [ ] Vote required Moved by: __________________________________________ Seconded by: _______________________________________ [ ] Motion carried [ ] Motion failed 11. NEW BUSINESS 1. ____________________________________________________ Discussion notes: __________________________________ Action taken: ______________________________________ [ ] Vote required Moved by: __________________________________________ Seconded by: _______________________________________ [ ] Motion carried [ ] Motion failed 2. ____________________________________________________ Discussion notes: __________________________________ Action taken: ______________________________________ [ ] Vote required Moved by: __________________________________________ Seconded by: _______________________________________ [ ] Motion carried [ ] Motion failed 12. SPECIAL RESOLUTIONS (if any) Resolution 1: _________________________________________ ________________________________________________________ [ ] Requires simple majority [ ] Requires supermajority Vote count: For _______ Against _______ Abstain _______ [ ] Resolution passed [ ] Resolution failed Resolution 2: _________________________________________ ________________________________________________________ [ ] Requires simple majority [ ] Requires supermajority Vote count: For _______ Against _______ Abstain _______ [ ] Resolution passed [ ] Resolution failed 13. BOARD ELECTION Number of open seats: _________________________________ Term length: __________________________________________ [ ] Call for nominations from the floor Candidate 1: __________________________________________ Candidate statement summary: __________________________ ________________________________________________________ Candidate 2: __________________________________________ Candidate statement summary: __________________________ ________________________________________________________ Candidate 3: __________________________________________ Candidate statement summary: __________________________ ________________________________________________________ Candidate 4: __________________________________________ Candidate statement summary: __________________________ ________________________________________________________ Voting method: [ ] Ballot [ ] Show of hands [ ] Other Election results: ________________________________________________________ ________________________________________________________ Newly elected board members: ___________________________ ________________________________________________________ 14. HOMEOWNER FORUM / OPEN COMMENT PERIOD Time limit per speaker: _______ minutes Topics raised: ________________________________________________________ ________________________________________________________ ________________________________________________________ Board responses or follow-up items: ________________________________________________________ ________________________________________________________ 15. ADJOURNMENT [ ] Motion to adjourn Moved by: _____________________________________________ Seconded by: __________________________________________ [ ] Motion carried Time adjourned: _______________________________________ Next annual meeting date (estimated): _________________ ======================================================== Free template from The HOA Guide -- thehoaguide.com ========================================================