HOA Meeting Templates: Agenda, Minutes, Proxy & Ballot

[Association name] — BOARD MEETING AGENDA
Date: [date]   Time: [time]   Location / link: [location or video link]
Notice posted / sent: [date and method]

1. Call to order — [Presiding officer], [time]
2. Roll call and quorum — directors present: [names]; absent: [names]; owners present: [number]
3. Approval of agenda
4. Approval of prior minutes — [date of last meeting]
5. Owner open forum — [time limit per speaker]
6. Officer and committee reports
   a. President
   b. Treasurer — financial statements as of [date], delinquency summary, reserve account
   c. Architectural review committee — requests received / decided
   d. Other committees: [names]
7. Old business
   a. [Item, with who is responsible]
8. New business
   a. [Item, e.g. adopt 2027 budget — vote required]
   b. [Item, e.g. contract renewal — vote required]
9. Violation matters [open session summary only; confidential matters in executive session if your documents and state law allow]
10. Executive session — [stated permitted purpose, e.g. legal advice, personnel, hearings if allowed]
11. Next meeting — [date, time, place]
12. Adjournment — [time]

[Association name] — MINUTES OF THE [REGULAR / SPECIAL] BOARD MEETING
Date: [date]   Time called to order: [time]   Location: [location / video]
Notice given: [date and how]

Directors present: [names]
Directors absent: [names]
Also present: [management representative / owners / guests]
Quorum: [a quorum of the Board was / was not] present.

1. Call to order. [Name] called the meeting to order at [time].
2. Agenda and prior minutes. Motion by [name], second by [name], to approve the [agenda / minutes of date]. Vote: [yes] in favor, [no] opposed, [abstain] abstaining. [Carried / Failed].
3. Owner forum. [Owner and topic, one line each. Do not record personal details unnecessarily.]
4. Treasurer's report. [Summary: operating balance, reserve balance, delinquencies, notable expenses]. Report accepted [by motion / without objection].
5. Old business. [Item]: [discussion in one or two sentences]. Motion by [name], second by [name]: "[exact motion]". Vote: [counts]. [Carried / Failed].
6. New business. [Item]: [same format].
7. Executive session. The Board met in executive session from [time] to [time] to discuss [permitted subject only]. [Any action taken is reported here in general terms.]
8. Next meeting. [Date, time, place].
9. Adjournment. Motion by [name], second by [name], to adjourn at [time]. [Carried].

Action items:
- [Task] — [Owner] — due [date]

Respectfully submitted,
[Secretary name], Secretary
Approved by the Board on [date].

[Association name] — OWNER PROXY
For the [annual / special] meeting of members on [meeting date]

I, [owner name(s) as shown on the roster], owner(s) of [lot / unit / address], appoint [proxy holder's name] (or, if no name is given, the Secretary of the Association) to attend the meeting above and any adjournment of it, and to vote on my behalf as I direct below.

[Choose one and delete the other.]
[ ] General proxy: my proxy holder may vote on any matter properly brought before the meeting.
[ ] Directed proxy: my proxy holder must vote as follows —
    Item 1: [describe motion or amendment]   [ ] For   [ ] Against   [ ] Abstain
    Item 2: [describe]                      [ ] For   [ ] Against   [ ] Abstain
    Election of directors: vote for [ ] the candidates I mark on the enclosed ballot / [ ] as my proxy holder chooses [only if your rules allow]

Duration: This proxy is valid only for the meeting above and any adjournment, and expires on [date, not later than your documents or state law allow]. I may revoke it at any time before it is used by notifying the Secretary in writing or by attending and voting in person.

Signature(s): ______________________   Date: __________
Printed name(s): ______________________
Email / phone: ______________________

Return to: [name, address / email] by [deadline].

[Association name] — [ANNUAL / SPECIAL] ELECTION BALLOT
Meeting / election date: [date]
Return by: [deadline, and where]

Lot / unit: [number]  (one ballot per [lot / unit / as your documents provide])

Instructions: Vote for no more than [number] candidate(s). [A ballot with more votes than seats will not be counted for that office.] [Place your ballot in the inner envelope, seal it, place that inside the outer envelope, and sign and write your lot number on the outer envelope.]

DIRECTOR CANDIDATES (board seats open: [number])
[ ] [Candidate name] — [one-line statement or see attached]
[ ] [Candidate name]
[ ] [Candidate name]
[ ] Write-in: ______________________  [only if allowed]

QUESTION / AMENDMENT [if applicable]
[Short, neutral description of the proposal.]
[ ] For     [ ] Against

Voting power: [per your documents, e.g. one vote per lot]. Questions: [election inspector / secretary contact].