Oregon HOA Annual Meeting Checklist

Frequently 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.