Per-association annual meeting workflow. 90/60/30/14-day notice automation, proxy tracking, intent-to-run window, quorum monitoring, post-meeting Sunbiz updates.
First notice: 60 days before · opens intent-to-run window (closes 40 days before meeting).
Second notice: 14–34 days before · with agenda, candidate slate, proxy form, prior year minutes.
Do NOT send notices 14 days in advance for annual — use the wider notice range.
Annual meeting notice typically 30–60 days before the meeting. Some HOAs follow COA-style two-notice — always verify governing documents and prior practice.
System fires reminders to manager at T-180 / T-90 / T-60 / T-45 / T-34 / T-14 / T-7 / T-1 days. Auto-creates notice mailings via Page-per-Page on the right schedule.
| Property | Meeting date | Type | First notice (60d) | Intent-to-run (40d) | Second notice (14d) | Quorum | Status |
|---|---|---|---|---|---|---|---|
| Centerville HOA | Jun 12 (45 days) | HOA · §720 | ✓ Apr 14 | ⏳ Open · closes May 3 | May 9–29 | — | In notice window |
| Plaza Tower COA | Jun 26 (59 days) | COA · §718 | ⚠ DUE TODAY (Apr 28) | Opens May 17 | May 23 – Jun 12 | — | ⚠ Mail today |
| Tallahassee Center COA | Jul 10 (73 days) | COA · §718 | May 11 | Jun 1 | Jun 8 – 28 | — | Pre-notice |
| Camellia Oaks COA | Aug 14 (108 days) | COA · §718 | Jun 15 | Jul 5 | Jul 11 – 31 | — | Pre-notice |
| The Lakes (LUHOA) | Mar 14 · 2026 | HOA · §720 | ✓ Jan 12 | — | ✓ Feb 28 | ✓ 56 / 140 met | ✓ Held · minutes filed |
| Emerald Woods HOA | Sep 22 | HOA · §720 | Jul 24 | — | Aug 23 – Sep 8 | — | Pre-notice |
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Annual meeting · Jun 26, 2026 · 6:00 PM · Community Room + Google Meet.
183 envelopes · letter + intent-to-run form. Statute language for §718.112(2)(d)(2). PPP order ready to queue today.
Second noticeLetter + agenda + candidate slate + proxy form + prior year minutes. Auto-queued for May 23.
| Property | Meeting | Quorum required | Proxies received | In-person RSVP | Total | Status |
|---|---|---|---|---|---|---|
| The Lakes | Mar 14 · held | 33% (47 of 140) | 32 | 24 | 56 | ✓ Quorum met |
| Centerville | Jun 12 · upcoming | 33% (32 of 96) | 14 | 4 | 18 | ⏳ Building · 56% to quorum |
| Plaza Tower | Jun 26 · upcoming | 50% (42 of 84) | 0 | 0 | 0 | Pre-notice · 0% |
Manager works minutes in Drive (only). PDF version sent to BOD within 48 hours for review. Final minutes uploaded to AppFolio after BOD approval at next meeting.
If officer composition changes, task fires for manager: update Sunbiz with new officers, registered agent, mailing address. Detailed in manual.
Each newly elected director enters the Board Onboarding Tracker. 90-day cert clock starts. Affidavit e-sign workflow auto-initiated.
The End / Beginning of Year checklist references the new BOD composition for FAQ refreshes, Drive permissions, and AppFolio role updates.
