Free HOA Meeting Agenda Templates

Download the agenda templates

A good agenda is the backbone of a productive HOA meeting. It tells attendees what will be discussed, keeps the board on schedule, and creates a record that protects the association if decisions are questioned later.

Below you will find two ready-to-use templates. The first is for regular board meetings. The second is for annual meetings. Copy the one you need, fill in the blanks, and send it to homeowners before the meeting.

Board Meeting Agenda Template

Use this template for monthly, bimonthly, or quarterly board meetings.

ASSOCIATION NAME: ___________________________
DATE: _______________________________________
TIME: _______________________________________
LOCATION: ___________________________________

1. Call to order
2. Quorum verification
3. Approval of prior meeting minutes
4. Financial report
5. Manager's report (if applicable)
6. Committee reports
   a. ______________________________________
   b. ______________________________________
   c. ______________________________________
7. Old business
   1. ______________________________________
   2. ______________________________________
   3. ______________________________________
8. New business
   1. ______________________________________
   2. ______________________________________
   3. ______________________________________
9. Homeowner forum / open comment period
10. Adjournment and next meeting date

The board meeting agenda follows a logical flow. You open the meeting, confirm enough board members are present, and handle the prior minutes. Financial and management reports come next because they give context for the discussion items that follow. Old business covers anything left unfinished from the last meeting. New business introduces fresh topics. The homeowner forum gives residents a chance to speak before the meeting closes.

Annual Meeting Agenda Template

Use this template for the yearly membership meeting. It includes everything from the board meeting agenda plus several items that only apply once a year.

ASSOCIATION NAME: ___________________________
ANNUAL MEETING DATE: ________________________
TIME: _______________________________________
LOCATION: ___________________________________
FISCAL YEAR COVERED: ________________________

1.  Call to order
2.  Quorum verification (include proxy count)
3.  Proof of notice
4.  Approval of prior annual meeting minutes
5.  State of the association / community updates
6.  Annual financial report / audit presentation
7.  Proposed budget for coming year
8.  Manager's report (if applicable)
9.  Committee reports
    a. _____________________________________
    b. _____________________________________
    c. _____________________________________
10. Old business
    1. _____________________________________
    2. _____________________________________
11. New business
    1. _____________________________________
    2. _____________________________________
12. Special resolutions (if any)
13. Board election
    - Call for nominations
    - Candidate statements
    - Voting
    - Announcement of results
14. Homeowner forum / open comment period
15. Adjournment

Key Differences Between the Two Agendas

The board meeting agenda is shorter and focuses on routine operations. The annual meeting agenda adds several items that require input from the full membership.

Quorum verification works differently at annual meetings. Board meetings need a quorum of board members, usually a simple majority of the board. Annual meetings need a quorum of the membership, which is set by your bylaws. Proxy votes often count toward the annual meeting quorum, so the agenda should note how many proxies were received.

Proof of notice appears only on the annual meeting agenda. Many states require the board to confirm that proper notice was mailed or delivered within the required timeframe. This step creates a legal record.

The annual financial report goes deeper than the monthly financial update. It covers the full fiscal year and may include an independent audit. The proposed budget for the coming year is presented at the same time so homeowners can see how next year’s assessments were calculated.

Board elections are the biggest addition. The agenda should allow time for nominations from the floor, short candidate statements, voting, and announcement of results. If your bylaws require a ballot vote, plan extra time for counting.

Special resolutions cover items that need a membership vote, such as a large special assessment, an amendment to the CC&Rs, or a major capital project. These require specific vote thresholds spelled out in your governing documents.

Tips for Using These Templates

Check your governing documents first. Your CC&Rs and bylaws may require specific agenda items or a particular order of business. Adjust the template to match.

Send the agenda early. Most state laws require the agenda to go out 7 to 30 days before the meeting. Check your state statute and CC&Rs for the exact deadline. Early distribution gives homeowners time to prepare questions and submit proxy forms if they cannot attend.

Stick to the published agenda. Many states prohibit the board from voting on items not listed on the agenda, especially at annual or special meetings. If a new issue comes up during the meeting, table it for the next meeting rather than risk a legal challenge.

Set time limits. Assign a rough time estimate to each agenda item. This keeps the meeting from running too long. A time limit for the homeowner forum, usually two to three minutes per speaker, is standard practice.

Pair the agenda with good minutes. The agenda outlines what the board plans to discuss. The meeting minutes record what actually happened. Together, they form a complete record of board actions.

For more guidance on running your yearly membership meeting, see our HOA annual meeting guide. You can also browse our full collection of free HOA templates for minutes, budgets, violation letters, and more.