FAQs for Annual and Special HOA Meetings

Every homeowner association is required to hold annual meetings, often referred to as annual general meetings or AGMs, as well as special meetings when urgent matters arise that cannot be postponed until the next board meeting.

Condo and HOA annual and special meetings must adhere to the association’s bylaws. These bylaws establish the necessary protocols, including advance notice, quorum requirements, and voting procedures.

Here, we address some frequent questions concerning annual and special meetings. For more detailed information about different association meetings, consider consulting an experienced board member or your property manager.

What is the purpose of the annual meeting in an HOA?

The annual meeting is a crucial event for an association, where homeowners receive updates on significant board activities and key association issues such as financial status, current projects, and future capital improvements. All HOAs and condo associations are mandated to hold annual meetings accessible to all members. These gatherings also allow homeowners to engage in community decision-making processes.

What is typically on a condo or HOA annual meeting agenda?

Each association is unique, but a typical agenda for condo associations and HOAs might include:

- Presentations from the board, committees, and community business professionals like accountants, contractors, and vendors

- Announcements about staff or management changes

- Proposals requiring resident approval

- Approval of the annual budget

Annual meetings typically feature open forums for homeowners to discuss, express concerns, and ask questions about association matters in a constructive manner. These discussions should be well-regulated to ensure the meeting remains focused. Experienced board members or property managers often employ strategies to maintain order and relevance in these dialogues.

Board member elections are a crucial part of the annual meeting agenda, commonly conducted during these gatherings. Homeowners elect board members by majority vote, with various methods available such as in-person voting, electronic voting, mail-in ballots, or proxy voting. It’s important to participate and ensure your vote is counted.

Who can attend an annual meeting?

Annual meetings are accessible to all owners and shareholders, providing them with the right to attend and vote. Legal guardians, trustees, personal representatives, and those with power of attorney can also attend and vote on behalf of homeowners. Each community's governing documents, along with state or provincial laws, outline attendance and voting rules, which may vary for non-owners like tenants, potential buyers, or proxies.

What about vendors, attorneys, and other professionals?

While these professionals may be invited for specific presentations, the association may limit their attendance at other times.

Do board member elections require a quorum?

Yes, a quorum—defined as a specified number or percentage of homeowners or proxies—must be present for electing board members or approving policy changes, as required by bylaws or state/provincial laws.

Do annual meetings have notification requirements?

Homeowners must receive advance notice of the HOA annual meeting, detailing the date, time, location, and agenda. The required timeframe and delivery method for these notices are outlined in the association’s governing documents and state or provincial laws. Notices are often delivered by mail, in person, or through electronic means, and may also be posted in common areas.

What is a special meeting?

Special meetings address urgent issues that cannot wait for the next scheduled meeting or require specific attention. These meetings focus solely on the specified issue, and unrelated matters are not discussed.

Do condo and HOA special meetings require advance notice?

Yes, similar to other meetings, a special meeting notice must be sent to everyone in the condo association or HOA. Details such as timeframe, content, and delivery method are guided by your bylaws and state/provincial statutes. Notices must include the date, time, location, and issue to be addressed.

Who can request a special meeting?

Typically, a board member requests a special meeting, but many associations allow homeowners to petition for one. Specific requirements, such as the number of homeowner signatures and the process for submission, are outlined in the bylaws. Upon fulfilling all requirements, the board is obliged to convene the meeting.

Annual and special meetings play an essential role in association governance, facilitating effective operations, improving residents' quality of life, and promoting community success. These meetings also serve as valuable platforms for open communication between residents and board members. We hope this article has addressed some questions about association annual and special meetings.