Arizona HOAs must hold at least one member meeting each year, with notice sent 10 to 50 days in advance under A.R.S. § 33-1804, and planned communities generally use absentee ballots rather than proxies for elections under A.R.S. § 33-1812. Start planning about 90 days out. Transcend prepares notices, candidate forms, ballots and quorum tracking for your board.
The 90-day annual meeting timeline
- 90 days out: Confirm the date and venue (a clubhouse, school or virtual platform if your documents allow). Review bylaws for the number of seats, term lengths and quorum.
- 75 days out: Send a call for candidates with a deadline and a short candidate statement form.
- 60 days out: Prepare the agenda, the budget summary and any owner votes, such as a document amendment.
- 50 to 10 days out: Mail or deliver notice of the meeting within the statutory window, with the absentee ballot and instructions.
- Ongoing: Track returned ballots and quorum; send reminders.
- Meeting day: Check in owners, confirm quorum, count ballots with neutral inspectors, announce results.
- After: New board elects officers; secure ballots for inspection.
Snowbirds matter in Arizona. A meeting in late winter or early spring often reaches more seasonal owners, and clear absentee instructions help those out of state participate.
Absentee ballots, proxies and Arizona law
For planned communities, A.R.S. § 33-1812 generally requires that, after the period of declarant control ends, votes be cast in person or by absentee ballot rather than by proxy. An absentee ballot should set out each proposed action, provide an opportunity to vote for or against each, state the deadline for return, and explain how many responses are needed to meet quorum. Ballots, envelopes and related materials are association records that should be retained, typically for at least one year, and are available for member inspection. Owner rights around elections and recalls, including director removal under A.R.S. § 33-1813, are summarized on our board elections and recall law page.
This is general information, not legal advice; your governing documents and an Arizona HOA attorney control.
What if you do not reach quorum?
Low turnout is common. Your bylaws may allow a reconvened meeting with a lower quorum, or directors may hold over until successors are elected. Prevent the problem with early, repeated reminders by mail, email and website posts, a simple one-page ballot, drop boxes at the clubhouse, and a short, friendly explainer of why voting matters. Clear communication with homeowners lifts participation.
Running a fair election
- Give every candidate the same opportunity to submit a statement, and publish them together.
- Do not use association resources to campaign for or against candidates.
- Use neutral inspectors of election or the manager to count ballots, in view of owners where practical.
- Announce results at the meeting and record them in the minutes.
- Handle contested ballots according to a written procedure adopted in advance.
Recruiting candidates for the board
Many Arizona communities struggle to fill board seats. Recruitment works best when it is ongoing, not a last-minute plea. Invite owners who speak thoughtfully at meetings to join committees, such as landscape, architectural or social, where they can learn how the association works. In your call for candidates, describe the actual time commitment, the support management provides and the difference a director can make. Host a short informational session for anyone curious. Emphasize that directors receive orientation and education; our new board member guide is a good preview to share. A healthy pipeline of candidates leads to competitive elections and fresh ideas.
What happens at the annual meeting itself
Beyond the election, the annual meeting is the board’s chance to report to the whole community. A typical agenda includes a call to order and proof of notice, quorum confirmation, approval of the prior annual meeting minutes, a president’s report on the year’s accomplishments, a treasurer’s report on finances and reserves, the manager’s update on upcoming projects, election results and an owner forum. Keep reports short and visual where possible. Thank outgoing directors and volunteers publicly. Shortly after the meeting, the new board meets to elect officers and set its calendar, which is a good time to review the effective meetings guide together.
Candidate eligibility and nominations
Your bylaws and CC&Rs set who may serve, often requiring candidates to be owners in good standing, and how nominations work, such as advance written nominations, nominations from the floor, or both. Review these rules early and apply them the same way to every candidate. If a nominating committee exists, make its process transparent. When eligibility is disputed, ask the association’s attorney before ballots are printed rather than after votes are cast.
How Transcend runs annual meetings
Transcend’s Board Liaison builds the timeline, drafts the notice and ballot, mails materials, tracks returns, staffs check-in and coordinates the count. Owners can find candidate statements and meeting details through the portal and community website, and Bruno answers routine questions about meeting dates around the clock. After the vote, we hold a new-board orientation. See our board meeting support, the new board member guide and the secretary guide.
Frequently asked questions
In planned communities, Arizona generally prohibits proxy voting after declarant control ends and uses absentee ballots instead. Condominiums and developer-controlled communities should check their documents and the applicable statute.
For planned communities, notice of a member meeting generally must be sent at least 10 and not more than 50 days before the meeting. Your documents may add requirements.
Some associations use electronic voting where the governing documents and current Arizona law permit it. Confirm with your attorney before changing your election method.
Ideally neutral inspectors of election, the manager or volunteers who are not candidates. Counting openly builds trust in the results.
This page is general information about Arizona community association practice, not legal advice. Your governing documents and an Arizona HOA attorney control how the law applies to your community. Statutes change; verify current text at azleg.gov.
