Hawaii HOA Annual Meeting Checklist
State-specific annual meeting checklist for Hawaii HOA boards. Enter your meeting date to see exact deadlines based on Hawaii's notice requirements.
Hawaii Annual Meeting Notice Requirement
Notice requirements set by declaration or bylaws
- Primarily governed by Hawaii Condominium Property Act (§ 514B)
- Reserve study disclosure required for condominiums
- Fines must follow procedures in governing documents
Meeting details
Planning
Reserve community room or external venue
Announce nomination period in community communications
Compile final candidate list with bios
Notice & Quorum
Your state requires at least 14 days advance notice
Retain proof of notice (affidavit, email receipts)
Proxy form must comply with governing documents
Quorum typically 10–25% of total units per governing docs
Preparation
Include officer elections, budget ratification if applicable
Year-end P&L, current budget vs. actual, reserve fund balance
Include all candidates; verify eligibility (dues current)
Required in many states — cannot be a candidate or board member
Check signatures, ensure homeowner is in good standing
Day Of Meeting
Arrive 60–90 minutes early
Used to certify quorum at start of meeting
Cannot transact official business without quorum
Inspector of elections oversees process
Disclose vote tallies if required by governing docs
After Meeting
Include attendance, quorum confirmation, all motions and vote results
Many states require written notice within 15 days
Elect President, Vice President, Secretary, Treasurer
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Start Free TrialThis checklist provides general guidance only — not legal advice. Annual meeting requirements vary by state law and governing documents. Consult an HOA attorney to ensure compliance with your specific CC&Rs, bylaws, and applicable state statutes.
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Start Free TrialFrequently Asked Questions
- When must the HOA annual meeting notice be sent?
- Most state HOA laws require 10–30 days advance notice for annual meetings, with the exact window depending on your state and governing documents. California requires at least 10 days, Florida requires at least 14 days for condos, and many states default to what your bylaws specify. Always check your state's law and your own bylaws — whichever requires more notice controls.
- What must be included in the annual meeting notice?
- At minimum: the date, time, and location of the meeting; the agenda; and quorum requirements. Most states also require you to include any proposed budget (for budget ratification meetings), election ballots and candidate biographies, and proxy/absentee voting instructions if permitted.
- What is quorum and what happens if you don't have it?
- Quorum is the minimum number of members (or units) that must be represented in person or by proxy for the meeting to conduct official business. Most HOA bylaws set quorum at 25–50% of units. If quorum isn't met, the meeting must be adjourned. Some states allow a second notice to be sent with a reduced quorum threshold for the reconvened meeting.
- Do board member elections have to happen at the annual meeting?
- Yes — unless your bylaws provide a different mechanism. Board elections are typically held at the annual meeting, and candidates must submit nominations in advance (often 30–60 days before the meeting). Some states require secret ballots counted by independent inspectors of election.
- Can the annual meeting be held virtually?
- Many states amended their HOA laws post-COVID to explicitly allow virtual or hybrid meetings. Others require in-person meetings with an option for virtual attendance. Check your state's HOA statute and your bylaws before going fully virtual — some still require a physical location even if virtual participation is permitted.