Meeting Spotlight: What is a Special Meeting?
A homeowners’ association (HOA) board of directors is responsible for ensuring their community is well-protected and prepared for any situation. It’s a board’s job to have a plan of action, react swiftly and professionally, and always do what’s best for the community. If and when the unexpected occurs, a board may call a special meeting, also known as an emergency meeting, to discuss the next steps. Read on to learn what a special meeting of the board is, the purpose of a special meeting, who can attend a special meeting, who can call a special meeting, and much more.
What is a Special Meeting of the Board?
A special meeting is a formal gathering outside the regularly scheduled board sessions. This type of meeting is usually called to address an urgent or sensitive matter. In a special meeting, the discussion focuses on a specific purpose, and no other business is carried out. Due to their sudden nature, special meetings may take place in person, by phone, or by email.
What’s the Difference Between a Special Meeting and a Regular Meeting?
Regular homeowners’ association board meetings are planned events that occur on a regular basis to conduct the business of the association. There’s an established agenda, meeting minutes are recorded, and discussion topics may include policy changes, maintenance reports, or future plans.
In contrast, special meetings happen as needed. Procedural guidelines vary by a community’s governing documents, but there’s generally a single agenda item, and minutes are taken. These meetings are rare and typically only occur when something needs immediate attention or action.
The Purpose of Special Meetings in an HOA
Surprises happen. No one can predict when a natural disaster may impact your community or how soon a newly enacted law might affect operations. The emergency meeting allows board members to dedicate time to address urgent matters. In a special meeting, a board might:
- Vote on pressing projects
- Quickly address leadership changes
- Make necessary bylaw or policy updates
- Put plans in place for emergencies
- Address board member misconduct
- Receive urgent legal consultations
- Consider the need for special assessments
Who Can Attend a Special Meeting?
Who can attend a special meeting will be outlined in your community’s governing documents. Board members are required to attend the special meetings; however, other involved parties and their advisors may also attend. Depending on the nature of the meeting and community rules, homeowners may or may not be invited.
For example, the board may encourage homeowners to attend an emergency meeting to discuss safety plans for an upcoming major weather event, but not for a special meeting about a sudden board member resignation.
Who Can Call a Special Meeting?
Similar to attendance, who can call a special meeting is detailed in your community’s governing documents. While board members typically call special meetings, homeowners may be able to schedule them, too. HOAs generally require homeowners to petition the board to call a special meeting. The petition must have a certain number of signatures and be submitted in writing. Check your governing documents and local laws for details on who can request an emergency meeting and the process for calling them.
What Are the Legal Requirements for Holding a Special Meeting?
Guidelines for special meetings are in the governing documents, but vary greatly by community. All associations should consider the following when holding a special meeting:
- Robert’s Rules of Order: Robert’s Rules are the American standard for parliamentary procedure. Robert’s Rule for special meetings indicates that a special meeting should only be held for matters that must be addressed before the next regular meeting.
- Special meeting notice requirements: Most states and associations have bylaws specifying the procedure for calling a special meeting, including how much advance notice must be provided. These vary by community; consult your own local laws for guidance.
- The special meeting agenda: The intent of the meeting must be in your meeting notice, and the discussion must focus only on that topic.
- Meeting minutes: The official, legally binding record of the actions taken by board members at a meeting, meeting minutes may be used in court and play a key role in financial business.
RELATED: HOA Board Meeting Minutes Template
Best Practices for a Special Meeting
For a special board meeting to be successful, attendees should be focused, engaged, and able to think quickly. At an emergency meeting, consider:
- Establishing clear and concise meeting goals
- Practicing active listening
- Staying on topic
- Taking minutes
- Following up on action items
Board Member Responsibilities in Special Meetings
Board members are bound to a high standard of responsibility. Always representing the association's best interests, board members must act within their scope of authority—even during a special session. Remember to uphold these duties:
- Transparency. It’s the board’s job to give all parties proper notice of a special meeting and limit the agenda to the relevant topic.
- Legal compliance. By following the rules, boards ensure their decisions during special meetings are legally valid, avoiding judicial action and/or liability.
- Procedural compliance. Special meetings should never be used to bypass standard processes. Board members must only use them in an emergency to address sensitive matters.
4 Other Types of HOA Meetings
In an HOA, a special meeting of the board allows community leaders to swiftly address the community's needs. All meetings play a key role in HOA operations, and understanding their structure and purpose is crucial to success. Read “A Breakdown of The 5 Types of HOA Meetings” to learn what happens at different types of HOA meetings, who attends each gathering, why they’re important, and more.