When determining where to hold an annual meeting it is important to first consult your Bylaws or Code of Regulations for direction. Most documents contain a provision that will provide the answer. Often, the provision will provide that the meeting must be held within a specific month or week, on a particular day, or even within a specific time of the year. It will also give direction as to the place where the meeting is to be held. Some provisions are broad and only require that the meeting be held within the city limits. Others are more specific and require that the meeting place be within a certain number of miles from the Association, and others still dictate exactly where the meeting is to be held, such as at a clubhouse or a local library.
Once you have determined how broad or specific your provision is, you will be able to determine where and when you can hold your meeting. If your provision is broad enough, you can hold it anywhere. Many Associations pick a library because most people know where the library is, and often the meeting rooms are free to residents. However, if the documents do not require a specific time or place, then it is up to the Board to choose a reasonable location.