Board of Directors Meeting for a Homeowners’ Association

Are you a board member of a homeowners’ association?

Are you perhaps looking to better understand the procedures for a homeowners’ association board meeting?

First, it is important to note that the procedures for convening a meeting are governed by the co-ownership declaration, and the Board of Directors meets as often as required by the management of the association’s affairs. Typically, a meeting is convened by the board’s president or secretary via written notice delivered by regular mail, email, or in person, at least one full day prior to the scheduled meeting.

However, directors may waive the requirement for a formal notice of meeting as well as the notice period simply by attending the meeting. Conversely, any director may attend solely to challenge the regularity of the notice. If all directors are in agreement, they may participate in a meeting using means that allow all participants to communicate with one another instantaneously.

Let us recall some of the rules that govern how a meeting is conducted Board of Directors : The quorum for a meeting is determined by the declaration of co-ownership; Decisions of the Board of Directors are made by a majority vote of the directors, with each director holding one vote; Voting is conducted by a show of hands, unless a secret ballot is requested by a director; No director may be represented by proxy at a board meeting; Only the directors themselves are permitted to attend meetings. Any other individual must be invited or approved by a majority of the directors.

Once the meeting has concluded, the chairman and the secretary may choose to either prepare a resolution or draft the minutes. Preparing a resolution outlines the decisions made during the meeting and must be duly signed by all members of the Board of Directors. A resolution in lieu of a board meeting is used when all voting members of the board are present and in agreement with the proposed resolution, and no official notice of a meeting was issued.

The minutes must, however, be signed by the chairman and the secretary of the Board of Directors and ratified by the directors during the following meeting. You can find the definition here. Please be reminded that regardless of the method chosen, both the resolution and the minutes of the meeting must be kept in the condominium’s official records.

We hope you find this information useful.