If you’re new to homeowners associations, you might not be aware that there are actually four different types of HOA meetings: annual meetings, board meetings, executive sessions and emergency meetings.
So what are the purposes of these different types of meetings, and how exactly do they differ from each other? Here is some information you might find useful from our team of qualified HOA managers in Chandler, AZ.
Annual meetings, as the name suggests, happen once every year. These membership meetings are required by the governing documents of your HOA. These documents will specify when these meetings should occur, how they will be conducted and how and when all members of the HOA will be notified of these meetings. In most cases, members are required to be given notice of these meetings between 10 and 90 days before they take place and will receive an agenda of all topics to be discussed.
This is the most important meeting of the year. At this session, all HOA members elect new board members to represent the community. Also, during this meeting homeowners will have the opportunity to discuss any items of interest with the community members.
Most HOA business is conducted at standard board meetings, which can take place monthly or quarterly, depending on the needs of the HOA in question. Meetings must be conducted in accordance with the open meeting laws in Arizona. Members are permitted to speak at HOA board meetings prior to a call for a vote, but for the most part, these meetings are focused on the day-to-day work of the association.
At these meetings, board members will set policies for the HOA, review their operations and finances, review new business items, plan for future needs, and provide an opportunity for the residents to be heard on association-related issues during the homeowner forum. Notice of board meetings in Arizona shall be given at least 48-hours in advance of the meeting.
Executive sessions are not open to members who are not on the HOA board. At these sessions, topics of discussion are limited by Arizona law to those involving legal advice from an attorney, pending or contemplated litigation, personal, health or financial issues pertaining to a member or employee of the association, matters relating to job performance, compensation, or health records of an employee of the association, or discussion of a member’s appeal of any violation.
From time to time, HOA boards may find it necessary to call emergency meetings to handle matters that could not reasonably have been anticipated and require immediate discussion and
action. Per Arizona law, the board may act only on emergency matters during this meeting and the minutes must state the reason necessitating the emergency meeting. No notice of the meeting needs to be posted given its pressing nature, but the minutes of the emergency meeting shall be read and approved at the next regularly scheduled board meeting.
For more information about the various types of HOA meetings, your rights as an HOA member and other general information about how to operate your HOA efficiently and in accordance with all local and federal laws, contact Tru-Star Management Solutions, LLC today to speak with one of our experienced HOA managers in Chandler, AZ.