Annual Meeting Notice Template

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Statutory notice to all members of the date, time, location, and agenda of the association's annual meeting.

About This Template

Statutory notice to all members of the date, time, location, and agenda of the association's annual meeting. This HOA template is a customizable starting point: preview the sample document below, then fill in your own parties, dates, and terms.

What This Template Covers

Association name
Notice date
Meeting date
Meeting time
Meeting location
Agenda items
Notice period
Quorum
Where proxies are delivered
Proxy deadline
Secretary
Director election
President (optional co-signer)
Record date for voting members
Remote attendance option
Proxy form enclosed

Sample Annual Meeting Notice

A sample document with example details. Your template opens with fields ready to fill in.

This template is a customizable starting point, not legal advice. Laws vary by state and situation, so have a qualified attorney review any agreement before you rely on it.

Read the sample as text

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Willow Creek Estates Homeowners Association, Inc.

Notice dated

May 1, 2025

Notice of Annual Meeting of Members

Meeting DateJune 12, 2025

Time7:00 PM Central Time

LocationWillow Creek Clubhouse, 200 Willow Bend Lane, Austin, TX 78758

Proxy Deadline2025-06-10 at 5:00 PM Central Time

Notice is hereby given to all Members of Willow Creek Estates Homeowners Association, Inc. that the Annual Meeting of the Members will be held as set forth above. This notice is given not less than 10 nor more than 60 days before the meeting, as required by Article III, Section 3.2 of the Bylaws and Texas Property Code § 209.0056. Members of record at the close of business on April 30, 2025 are entitled to notice of, and to vote at, the meeting.

Agenda

Call to order and confirmation of quorum

Approval of the minutes of the prior Annual Meeting

President's report

Treasurer's report and review of the proposed 2026 operating budget

Election of two (2) Directors to fill expiring Board seats

Member comments and new business

Adjournment

Quorum

A quorum for the transaction of business at this meeting requires the presence, in person or by proxy, of Members entitled to cast at least 25% of the total votes of the Association (at least 60 of the 240 votes), as provided in Article III, Section 3.5 of the Bylaws.

Election of Directors

2 Director seats will be filled. Candidates: Avery Holland (incumbent), Quinn Larsen, Taylor Brooks. Votes for Directors may be cast in person or by proxy at the meeting, or by absentee or electronic ballot. Ballots must be received by 2025-06-10 at 5:00 PM Central Time.

Voting and Proxies

Where the Bylaws and applicable law permit, a Member who cannot attend may appoint another Member or an authorized representative as proxy. A proxy must be in writing, signed and dated by the Member, and may be revoked as provided in the Bylaws. A proxy form is enclosed and is also available from the Association office. Proxies must be received by the Secretary at PO Box 7842, Austin, TX 78758 or secretary+willowcreek@propper.ai no later than 2025-06-10 at 5:00 PM Central Time.

Issued on May 1, 2025, on behalf of the Board of Directors.

By order of the Board of Directors

Riley Okonkwo

Secretary, Willow Creek Estates Homeowners Association, Inc.

How It Works

Step 1
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Step 2
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Step 3
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