HOA Board Meeting Agenda — edit, print, and post with your 48-hour meeting notice.
How to useFill, post, run
This template works for regular board meetings, special meetings, and annual meetings. Before each meeting, complete the association name, date, time, and location at the top, then fill in your specific Old Business and New Business items. Post the completed agenda alongside your 48-hour meeting notice.
- Fill in the header — association name, meeting type, date, time, and location
- Add specific Old Business and New Business items (required for a compliant notice in most states)
- Distribute to board members at least 24 hours before the meeting
- Post with your meeting notice in a conspicuous location on association property
- Keep a signed copy in your official records
What's included13 standard agenda items
The agenda follows the standard Roberts' Rules of Order sequence used by HOA boards across all 50 states. Each item includes prompts for motions, votes, and action tracking.
- Call to Order — time called to order
- Roll Call / Establish Quorum — members present and absent, quorum confirmed
- Approval of Previous Meeting Minutes — motion, second, vote result
- Homeowner Open Forum — time limit, topics presented
- Officer Reports — President, VP, Treasurer (operating/reserve balances, delinquencies), Secretary
- Committee Reports — ARC, Landscape, Finance, others
- Management / Operations Report — open SRs, work orders, vendor projects, compliance, collections
- Old Business — discussion and action taken per item
- New Business — motion, vote (Approved / Denied / Tabled) per item
- Executive Session — delinquencies, legal, personnel, contracts, owner hearings
- Action Items Summary — responsible party and due date table
- Next Meeting — date, time, location
- Adjournment — motion, second, time adjourned
Generate and send compliant meeting notices in under 5 minutes.
Zorex auto-populates your agenda, sends the 48-hour notice, and tracks delivery — so your board spends time running the meeting, not preparing it.
Best practicesAgenda tips for self-managed boards
Be specific in Old and New Business
Listing “old business” without specifics gives owners grounds to challenge votes in many states. Name each item explicitly — e.g., “Consideration of pool resurfacing contract with Aqua Pro, $18,400” — rather than a generic label.
Set a homeowner forum time limit
The template includes a time limit field. Three minutes per speaker is standard. Without a published limit, boards have less standing to cut off extended commentary.
Don't skip the Executive Session checkbox
If you anticipate discussing delinquent accounts or pending legal matters, check the Executive Session box before the meeting. Adding it mid-meeting — or after owners have already arrived — raises procedural questions in some jurisdictions.
Complete the Action Items summary before adjourning
The action items table is the most valuable part of the agenda for follow-through. Before calling for adjournment, read through each action item, confirm the responsible party, and set a due date. This becomes the first agenda item at the next meeting.