An HOA board meeting plays a central role in ensuring continuous operations and transparent decisions. But there’s more to this meeting than meets the eye. State laws and the association’s governing documents may have specific rules and requirements that boards must follow.
What is an HOA Board Meeting?
An HOA board of directors meeting is a formal gathering where board members discuss community business and make decisions. Board meetings take place regularly, often monthly or quarterly. An association must have these meetings to ensure operations don’t stall.
HOA Board Meeting vs Annual Meeting
A board meeting is not the same as the annual meeting. While both are formal gatherings, they serve different purposes. Board meetings are where directors handle daily operational business. On the other hand, the annual meeting is where the entire membership elects new directors, reviews financials, and votes on major issues.
Timing also differs. Board meetings are held regularly throughout the year, while the annual meeting, also known as the membership meeting, is held only once a year.
Is an HOA Board Meeting Required in Oregon?
Oregon law currently does not require HOAs or condominiums to hold board meetings. That said, ORS 94.650 requires that annual or membership meetings be held at least once a year. To know if a board meeting is mandatory, it is important to check the CC&Rs and bylaws.
What Happens in an HOA Board Meeting?
Board meetings are where directors discuss and vote on key operational business. At these meetings, board members can cover a wide range of topics. These include rule changes, maintenance problems, new projects, resident issues, and even special assessments.
While specifics can vary, most board meetings follow a general flow:
- Call to order
- Attendance or roll call
- Approval of the minutes of the previous meeting
- Reports from board directors and officers
- Reports from committees
- Old business
- New business
- Open comments portion
- Adjournment
FAQs on HOA Board Meeting Rules in Oregon
For rules and requirements of HOA or condo board meetings, leaders must refer to their state laws and governing documents. In Oregon, ORS 94.644 (for HOAs) and ORS 100.420 (for condos) primarily regulate these meetings.
How Often Should HOA Board Meetings Occur?
Oregon law does not specify how frequently board meetings must take place. Board members should refer to their bylaws for guidance.
That said, it is important to hold a board meeting at least quarterly. This will allow the board to stay on top of association business without delay. Larger communities tend to face more issues and ongoing projects, necessitating more frequent meetings.
Who Can Attend HOA Board Meetings?
According to ORS 94.644 (for HOAs) and ORS 100.420 (for condos), board meetings must be open to all homeowners. The only exception to this is when the board adjourns to executive session. Other attendees include board members (required), managers, and legal counsel.
How Much Notice is Required for HOA Board Meetings?
According to ORS 94.644 (for HOAs) and ORS 100.420 (for condos), boards must give advance notice of board meetings. The board must either post the notice at least 3 days prior to the meeting or use another method that reasonably informs owners of the meeting, such as email.
This notice must clearly explain:
- Whether the meeting is in person or online,
- How to attend (phone, internet, or location), and
- Any details needed to join the meeting.
Is an HOA Board Meeting Agenda Required?
Oregon law does not specify whether boards must distribute the meeting agenda to owners. That said, it is good practice to do so.
The agenda outlines the topics that will be discussed or voted on at the meeting. It gives owners an idea of what to expect and how best to prepare. Boards should never stray from the agenda during the meeting.
What Counts as a Quorum for HOA Board Meetings?
Board meetings can proceed once they have met quorum requirements. The association’s bylaws should clearly specify the required quorum. That said, it is usually a majority of board members.
Are HOA Meeting Minutes Mandatory?
Yes. More often than not, associations must record the meeting using minutes. The HOA meeting minutes should reflect what was discussed and voted on. The minutes act as a summary of the meeting, but they should not read like a transcript.
Should HOA Board Meetings Have an Open Forum?
While ORS 94.644 (for HOAs) and ORS 100.420 (for condos) both require board meetings to be open to homeowners, there is no requirement to hold an open forum. This means that owners don’t have the inherent right to provide input or comments during the meeting unless the governing documents or the board say otherwise.
Are HOA Electronic Meetings Allowed?
Yes, Oregon law does allow electronic meetings. According to ORS 94.644 (for HOAs) and ORS 100.420 (for condos), boards can hold meetings online or by phone if the board members can hear and talk to each other at the same time, attendees can hear the board, and board members can access all necessary materials.
Are HOA Executive Sessions Allowed?
Yes, both ORS 94.644 (for HOAs) and ORS 100.420 (for condos) allow boards to close a meeting and go into executive session, but only for specific reasons. These reasons include talking to the association’s lawyer, handling employee matters, negotiating contracts, and discussing unpaid dues. Boards can’t close meetings just because they want to.
Before closing a meeting, the board must vote to enter executive session. This vote must take place during the open portion of the board meeting. The board must also state the general reason for closing the meeting (no need for specifics) and record the decision in the meeting minutes.
Can the HOA Board Make Decisions in Closed Meetings?
No, board members can’t take action or finalize a decision at a closed meeting. Both ORS 94.644 (for HOAs) and ORS 100.420 (for condos) require boards to return to an open meeting and vote to approve the decision there. This applies even if the discussion took place while in executive session.
What Constitutes an Illegal HOA Board Meeting?
When the board holds an unauthorized meeting, decisions or actions made during that meeting can become invalid. According to ORS 94.644 (for HOAs) and ORS 100.420 (for condos), the board can’t avoid meeting rules by having informal gatherings or discussing business outside of official meetings. These count as illegal board meetings.
Should HOAs Follow Robert’s Rules for Meetings?
There is no law in Oregon requiring HOAs and condos to follow Robert’s Rules of Order. It is not mandatory. An association must follow Robert’s Rules only if the bylaws require it or the board formally adopts it as a policy. Most communities either use Robert’s Rules as a guide or follow a simplified version.
Adhering to Proper Procedures
Associations rely on an HOA board meeting to pass resolutions, vote on important matters, and keep the community operational. That said, board members can’t just meet up and call it a formal meeting. There are certain rules to follow and rights to uphold. Breaching these can render the meeting illegal and invalidate key decisions.
CWD Group offers management services, including board support, to community associations in Oregon and Washington. Call us today at 503-488-2008 or contact us online to learn more!
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