COA/HOA Meeting Agendas & Notice Requirements

The statutes governing community associations require notice of meetings to encourage owner participation.

HOAleader recently published an article on this subject: HOA Meetings: Does Your State Have Rules for Your Meeting Agendas?

Here are some handy reminders – there are additional options in the statutes. This list is not intended to be all inclusive.

 
TYPE OF MEETING Condo/Co-op HOA
Board meeting 48 hours posted (or pursuant to documents) with agenda 48 hours posted (or pursuant to documents)
Budget meeting 14 days mailed (along with a copy of the proposed budget) and posted, unless documents require a longer time period Pursuant to documents
Annual meeting  60 days for first notice; 14 days for second notice, mailed, delivered or electronically transmitted 14 days mailed, delivered or electronically transmitted (unless documents require more notice)
Board meeting to levy a special assessment 14 days mailed and posted– condos must also include the purpose & estimated amount of special assessment in the meeting notice (14 days applies to meetings to establish the insurance deductible as well) 14 days mailed and posted
Board meeting to adopt rules regarding unit or parcel use 14 days mailed (along with a copy of the proposed rule) and posted 14 days mailed (along with a copy of the proposed rule) and posted
Member meeting Pursuant to By-Laws (usually at least 14 days mailed, delivered or electronically transmitted) 14 days mailed, delivered or electronically transmitted (unless documents require more notice)
Committee meeting Committees that take final action on behalf of the board or make recommendations to the board regarding the association budget must notice their meetings 48 hours in advance, and the meetings must be open to the unit owners Must be posted 48 hours in advance when a final decision will be made regarding the expenditure of association funds and to meetings of any committee vested with the power to approve or disapprove architectural decisions with respect to a specific parcel of residential property owned by a member of the community
  Committees that DO NOT take final action on behalf of the board or make recommendations to the board regarding the association budget must notice their meetings 48 hours in advance, and the meetings must be open to the unit owners, UNLESS the By-Laws provide otherwise  
Meetings with the Association attorney Must be noticed 48 hours in advance, but are not open to unit owners when the meeting is held for the purpose of seeking or rendering legal advice Must be noticed 48 hours in advance (or pursuant to documents), but are not open to owners when the meeting relates to proposed or pending litigation or personnel matters.

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