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A Breakdown of the 5 Types of Condominium Meetings

Every condominium must hold critical meetings throughout the year. The type, intention, and frequency of these gatherings vary by community, but most fall into the following categories: board meeting, annual meeting, committee meeting, and special or emergency meeting. Each meeting plays a vital role in the governance of the condominium, and understanding the structure and purpose is crucial to success. Read on to learn about the five different types of meetings, what happens at them, who attends, why they’re important, and more.

Board Meeting

The most common meeting, board meetings are meetings of elected leaders to conduct the business of the condo. Board meetings should be orderly, respectful, and cordial, and only items included in the established agenda should be addressed unless an open forum is permitted. Minutes should also be taken and made available after the meeting.  

The frequency, attendance, and notification requirements for board meetings vary by community and governing documents.

  • Who attends? Elected leaders must attend, and resident attendance is coordinated in advance. The community association manager or another management team member may also be present and help with preparation and execution. 
  • What’s discussed? Operations, including policy setting, maintenance reports, dispute resolutions, and future plans.
  • When does it happen? Typically monthly or quarterly.
  • Why is it important? Things like budgets, landscaping, and emergency planning need constant attention, and this is the time in which the board can get together to discuss such issues and residents can voice concerns or ask questions.  

Annual Meeting

Required by the governing documents, annual meetings are the main meeting for a condo. Annual meetings have both a legal and functional purpose. Similar to board meetings, is required in accordance with the Condominium Act.

  • Who attends? All residents, board members, and management representatives.
  • What happens? Elect new board members, present the annual budget, approve prior year’s minutes, discuss actions taken by the board, hear committee reports, announce projects, celebrate success, and more.
  • When does it happen? Once a year.
  • Why is it important? It’s an opportunity to address large-scale topics, the general state of the community, educate residents, and showcase the condo’s value.  

Committee Meeting

Many condos create committees to share and divide the board’s workload. Whether it’s a welcome committee, social committee, budget committee, or another type, these groups must meet periodically, just like the board of directors. Meeting and membership requirements can be found in the governing documents, but committee meetings are usually run like board meeting and have similar notification and minute recording and distribution standards.

  • Who attends? Selected committee and board members.   
  • What’s discussed? Committee-related projects, timelines, and action items.   
  • When does it happen? Typically monthly or quarterly.
  • Why is it important? When committee members handle smaller-scale issues and projects in these meetings, board members can focus on fulfilling their duties more efficiently and effectively.   

Emergency or Special Meeting

If necessary, the board of directors can call for an emergency or special meeting. These meetings are rare and should only occur when something needs immediate attention or action.

  • Who attends? Board members.
  • What’s discussed? The special or emergency topic.
  • When does it happen? As needed.    
  • Why is it important? It’s dedicated time to address and manage the situation at hand.