Making Sense of Association Meetings: How Communities Conduct Business

Community associations conduct three types of meetings that each address a particular need: board meetings; annual meetings; and special meetings. Transparency is paramount in each case, and boards should only convene an executive session when necessary.

Here’s what each meeting typically covers, when it’s appropriate to hold an executive session, and the criteria associations must meet to conduct a meeting.

BOARD MEETINGS

Board meetings must be productive, orderly, free of disruptions, and open to members and residents unless an executive session is convened. The primary purpose of board meetings is:

• Set policy.
• Review operations.
• Resolve disputes.
• Listen to residents.
• Plan for the future.
• Vote on business discussed in executive session.

ANNUAL MEETINGS

The primary purpose of annual membership meetings is:

• Present the annual budget to members.
• Elect directors.
• Deliver committee reports to members.
• Build community.

SPECIAL MEETINGS

Special meetings (sometimes called town meetings or town halls) are used to:

• Focus on one specific item of concern or interest.
• Present sensitive or controversial matters to residents.
• Garner support for large projects or clarify unpopular decisions.
• Provide a structured venue where residents can explore issues and express opinions.
• Get resident feedback before the board acts.
• Reach consensus or resolve an issue.
• Gain valuable insights into the character and values of the community.

EXECUTIVE SESSIONS

Boards should conduct meetings that are open to members and residents unless there’s a need to have more candid, confidential conversations.

An executive session — a special closed session of the board — essentially is a meeting within a meeting. It may take place before, in the middle, or at the end of a regular board meeting. The board should only convene in executive sessions to discuss pending litigation, personnel issues, or contract negotiations.

Convening an executive session to discuss an unpopular subject or avoid confrontation is not only illegal, it promotes dissension in a community. It’s important that boards embrace transparency and not convey the impression they’re hiding something, advancing hidden agendas, or conducting secret meetings.

MEETING REQUIREMENTS

Associations must meet several important criteria before business can be transacted at a meeting. Specifically, the association must:

Notify members. The law requires community associations to notify members of meetings — especially annual meetings. Keep notices brief, focused, and simple; issue them at the appropriate time in the proper manner.

Achieve a quorum. Each association’s governing documents or state law specify how many members constitute a quorum. Ensure a quorum is present before calling any meeting to order.

Record actions taken. Minutes are the official record of decisions made at an association board or committee meeting. Good meeting minutes will include:

• Type of meeting: board, committee, regular, special
• Association name
• Time, date, and place
• Attendees’ names
• Approval or correction of the previous minutes
• Officer and committee reports
• Motions and their outcomes — approved, denied, or tabled
• Adjournment time
• Secretary’s signature

>>Learn more about association meetings in CAI’s Meetings & Elections book.