Annual Meeting & Elections: A Calm Run‑of‑Show for Boards
Annual meetings succeed or sputter on logistics. Clear notices, simple scripts, and role clarity reduce stress and help the board focus on serving its neighbors. Use this run‑of‑show to prepare and deliver with confidence.
Before the meeting
Calendar backward from the date. Map notice windows, nomination deadlines, and candidate statements per your documents and state law.
Assemble the packet. Agenda, prior minutes, financial summary, candidate bios, and proxy/limited proxy forms (if allowed).
Define roles. Chair, parliamentarian (often manager or counsel), teller(s), sign‑in team, timekeeper.
Prepare the sign‑in flow. Alphabetized lists, ballot envelope control, and clear signage.
Script the chair. A one‑page script with timing marks: call to order, quorum check, rules of decorum, reports, elections, Q&A.
During the meeting
Quorum mechanics. Track in real time; if you fall short, cue procedures for adjourn/reconvene per your docs.
Election handling. Confirm nominations, close the list, and move to vote. Use tellers who are not candidates. Announce results with vote counts if appropriate.
Minutes discipline. Record actions and results—not debate transcripts.
After the meeting
Organizational meeting. Elect officers, update bank signers, calendars, and vendor contacts.
Publish outcomes. Post results and next steps within a defined window.
Retain and reconcile. Store ballots/registrations as required; reconcile counts with the sign‑in sheet.
Common friction points (and how to fix them)
Confusing proxies. Provide a plain‑English explainer with examples.
Time drift. Use a visible clock and a timekeeper.
Heated Q&A. Add a 24‑hour written follow‑up window for any question not answered live.
A calm run‑of‑show protects legitimacy and lowers temperature—essential ingredients for a healthy governance year.
Educational content only; not legal advice.
JAM Consults and the Board Member Society help communities implement these mechanics.