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Who Can and Should Attend Association Annual Meetings

Association annual meetings, held by Homeowner (HOA) and Condominium (COA) Associations, serve as a crucial platform for communication, decision-making, and fostering a sense of community among Homeowners. These meetings provide an opportunity for Homeowners to engage in the governance and management of their community. Understanding the purpose of these meetings and who should attend is essential for promoting transparency, collaboration, and effective decision-making.

Purpose of Association Annual Meetings

  • Review of the Past Year’s Activities: Annual meetings offer an opportunity to discuss and review the Association’s activities, achievements, and challenges during the past year. Board Members and Committee Chairs can present reports on their respective areas of responsibility, such as financial performance, maintenance projects, and community events.
  • Financial Accountability: The annual meeting allows Homeowners to review the Association’s financial statements, budget, and reserve fund status. This promotes transparency and ensures that the Association is operating in a fiscally responsible manner. The meeting may also involve the ratification of the proposed budget for the upcoming year, as required by state laws and Association governing documents.
  • Election of Board Members: One of the primary purposes of the annual meeting is to elect new Board Members or re-elect current Members whose terms are expiring. Homeowners have the opportunity to nominate and vote for candidates who will represent their interests and contribute to the effective governance of the community.
  • Amendments to Governing Documents: Annual meetings provide a forum for discussing and voting on proposed amendments to the Association’s governing documents, such as the Declaration, Bylaws, and Rules and Regulations. Homeowners can voice their opinions and participate in the decision-making process to ensure that the community’s policies align with their needs and values.
  • Addressing Homeowner Concerns and Questions: The annual meeting offers a platform for Homeowners to raise concerns, ask questions, and suggest improvements. By fostering open communication and collaboration, the Association can better address the needs of Homeowners and enhance the overall quality of life within the community.
  • Community Building and Networking: Annual meetings help foster a sense of community by bringing together Homeowners, Board Members, and Association staff. These gatherings provide an opportunity to connect, share experiences, and build relationships, ultimately contributing to a more cohesive and harmonious living environment.

Who Should Attend Association Annual Meetings

  • Homeowners: As the primary stakeholders in the community, Homeowners should attend annual meetings to stay informed about Association matters, voice their concerns, and participate in decision-making processes. Active Homeowner participation is critical for the success and effectiveness of the Association’s governance.
  • Board Members: The Association’s Board Members should be present to provide reports, answer questions, and engage in discussions with Homeowners. Their attendance is essential for maintaining transparency and demonstrating their commitment to the community’s well-being.
  • Association Manager or Management Company Representatives: If the Association employs a professional manager or management company, their representatives should attend the annual meeting to provide updates, answer questions, and address any concerns related to the day-to-day management of the community.
  • Committee Chairs and Members: Chairs and Members of various Association committees, such as the architectural review committee or social committee, should attend to present their reports, discuss their activities, and solicit feedback from Homeowners.
  • Legal Counsel and Other Professionals: In some cases, the Association’s legal counsel, accountant, or other professional advisors may attend the annual meeting to provide expert advice and guidance on specific issues or to answer questions from Homeowners.
  • Prospective Homeowners: Prospective Homeowners who are considering purchasing a property within the community may attend the annual meeting to gain insight into the Association’s governance, policies, and overall atmosphere.

Getting Involved

Homeowners interested in assisting in their community are encouraged to volunteer for the Board of Directors. Each community’s governing documents outline Board Members terms; they typically last for a period of 1 – 3 years. Depending on terms and vacancies, an election may or may not take place each year. However, when a position is available or a term has expired, interested Homeowners will have the opportunity to run for the Board and be elected at the Association’s Annual Meeting. To learn more, please contact your Community Association Manager using your community email address or our Client Experience Team at (425) 454-6404 or Hi@TrestleCM.com.

Connecting with Trestle

Trestle regularly connects on LinkedIn and Facebook, and can be contacted through its website or at (425) 454-6404.  

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