HOA Meeting Agenda Templates for Board and Annual Meetings

A homeowners association (HOA) meeting is where the board makes decisions about the community’s money, property and rules, and where homeowners can see those decisions being made and have their say. Because HOA meetings are formal, often governed by state law and the association’s bylaws, a clear agenda matters more here than in almost any other meeting.

On this page you’ll find free HOA meeting agenda templates in Microsoft Word for board meetings and annual meetings, a sample HOA board meeting agenda, the standard order of business, outlines for annual, special and executive session meetings, and answers to common questions about HOA meetings.

Free HOA meeting agenda templates

Templates for regular HOA board meetings and annual homeowner meetings. Download them free, add your association’s details, and post or send the agenda to homeowners before the meeting.

HOA board meeting agenda example

Here is a sample agenda for a regular monthly HOA board meeting. It follows the standard order of business, gives homeowners a set time to speak, and keeps confidential matters for a separate closed session afterwards.

Many boards hold the homeowner forum near the start, so residents don’t have to wait through the whole meeting to speak. Others place it just before adjournment. Either is fine as long as it is clearly listed on the agenda.

Standard order of business for an HOA meeting

Most HOA meetings follow this order, which is based on common parliamentary procedure such as Robert’s Rules of Order:

1. Call to order. The president opens the meeting and notes the time.
2. Roll call and quorum. Confirm that enough board members (or homeowners, for an annual meeting) are present. Without a quorum, the meeting cannot make official decisions.
3. Approval of the agenda. The board confirms the agenda, including any changes.
4. Approval of previous minutes. Corrections are noted and the minutes are approved by vote.
5. Officer reports. Usually the president’s and treasurer’s reports, including the financial statements.
6. Manager and committee reports. Updates from the property manager and committees such as architecture, landscaping or social events.
7. Homeowner forum. Time for homeowners to ask questions or raise concerns.
8. Old business. Items carried over from previous meetings that still need discussion or a vote.
9. New business. New proposals, contracts, projects or rule changes.
10. Next meeting and adjournment. Confirm the date of the next meeting and formally close.

Types of HOA meetings

HOA annual meeting agenda

The annual meeting is the main meeting for all homeowners. It usually includes the election of board members and a review of the year.

1. Call to order and welcome
2. Proof of notice and confirmation of quorum
3. Approval of last year’s annual meeting minutes
4. President’s report on the year
5. Treasurer’s report and presentation of the budget
6. Committee reports
7. Election of directors: candidate introductions, voting and results
8. Homeowner questions and open forum
9. Adjournment

HOA special meeting agenda

A special meeting is called to deal with one specific issue. Only the topics listed in the meeting notice can be discussed and decided.

1. Call to order and quorum
2. Reading of the meeting notice and purpose
3. Presentation of the issue
4. Homeowner questions and comments
5. Board discussion and vote
6. Adjournment

HOA executive session agenda

Executive sessions are closed to homeowners and are used only for confidential matters. The general topic, but not the private details, is usually noted on the open meeting agenda.

1. Call to order
2. Legal matters and advice from the association’s attorney
3. Contract negotiations
4. Delinquent assessments and payment plans
5. Rule violation hearings
6. Personnel matters
7. Adjournment, with decisions reported in the next open meeting where required

HOA meeting notice and legal requirements

HOA meetings are usually governed by state law and by the association’s own governing documents, such as the bylaws and CC&Rs. The rules often cover how much notice homeowners must receive, whether the agenda must be posted, when homeowners can speak, and what can be discussed in a closed session.

The details vary a lot from state to state. For example, California generally requires board meeting notice and the agenda to be given at least four days in advance, while Florida generally requires notice of HOA board meetings to be posted at least 48 hours ahead. Longer notice periods usually apply to annual meetings and to meetings where assessments will be decided.

Always check your state’s HOA laws and your association’s bylaws, or ask your property manager or the association’s attorney, before setting your meeting schedule. This page is general information, not legal advice.

Common HOA meeting agenda items

Tips for running productive HOA meetings

• Send the agenda and board packet early. Give board members the financials, bids and proposals several days ahead so they arrive ready to vote.
• Stick to the posted agenda. Many associations can only take action on items listed on the agenda, so add new topics to a future meeting instead.
• Set clear rules for the homeowner forum. A time limit per speaker, often two or three minutes, keeps the forum fair and on schedule.
• Use simple motions and votes. A motion, a second, discussion, then a vote. Record the result for every decision.
• Keep discussions respectful. The president should keep the meeting on topic and stop personal disputes politely but firmly.
• Keep accurate minutes. Record motions, votes and decisions, not every comment. Our meeting minutes templates can help.
• Share the minutes with homeowners. Publishing approved minutes builds trust in the board.

Related meeting agenda templates

You may also need a board of directors meeting agenda, annual general meeting agenda, community meeting agenda, formal meeting agenda or real estate meeting agenda. Or browse all meeting agenda templates.