7--copies of the agenda and last year's minutes
8--other handouts pertaining to agenda items
9--awards, if desired.
The president or secretary should get additional volunteers to assist in the registration of the voters and make arrangements for ballots with the voting percentages, if required.
This advance planning and organization will help to make your annual meeting a better experience for everyone. Remember to check the requirements in the legal documents as you go through the planning stages since some of my advice may conflict with specifics in your documents.
Failure to adhere to the legal documents could result in a contested election. If you have questions about the interpretation of the documents, contact an attorney who specializes in community association law. A property management company that specializes in the management of community associations will be able to assist you if you need advice about the content of the meeting notice, the agenda or the effective methods of registering the proxies and voters.