Meeting notice requirements
How much advance notice your board must give before a meeting, and why the right number depends on your state and your own bylaws.
Where a state statute applies, meeting notice periods are a floor, not a target: California requires at least four days for a regular board meeting, and Florida and Washington set their own minimums. Your bylaws may require longer notice than the statute, never shorter. Meetings on a special assessment or a rule change often need longer, separate notice. Always check your own state's statute and your governing documents before assuming a number.
The floor: your state's statute, if one applies
Notice exists so directors and owners have a fair chance to show up. Where a state has an HOA specific open meeting statute, the notice period it sets is a minimum the board must clear, not a suggestion. Governing documents can require more notice than the statute; they cannot require less.
"at least four days before the meeting" and the notice "shall contain the agenda for the meeting."
Source: California Civil Code §4920, California Legislature
| State | Regular board meeting notice minimum |
|---|---|
| California | At least 4 days, with the agenda included |
| Florida (HOA) | Posted conspicuously at least 48 hours ahead, or mailed/delivered at least 7 days ahead |
| Florida (condominium) | Posted at least 48 continuous hours before the meeting |
| Washington | At least 14 days, stating time, date, place, and agenda |
These three states were researched directly because their statutes are unusually well developed. Many states have a thinner HOA specific open meeting statute, or none at all, in which case your governing documents and your bylaws' choice of parliamentary authority carry most of the weight. Check your own state's common interest community statute before relying on any of the numbers above.
Longer notice when money or rules are on the table
A regular agenda item, like approving routine spending, usually only needs the standard notice above. A meeting that will actually vote on a special assessment or a use rule change is a different matter in the states researched here.
"mailed, delivered, or electronically transmitted to the members and parcel owners and posted conspicuously on the property... not less than 14 days before the meeting"
Source: Florida Statutes §720.303, Florida Legislature
This 14 day trigger is confirmed for Florida's HOA and condominium statutes. It is not confirmed here for other states. If your board is considering a special assessment or a use restriction change, check your own state's statute and your CC&Rs for a separate notice rule before scheduling the vote.
Special and emergency meetings play by a different notice rule
Under Robert's Rules, a special meeting always requires previous notice, and only the business named in that notice may be transacted. Show up planning to vote on a new landscaping contract when the notice only named a roof repair, and that vote is out of order.
An emergency meeting is not just "a meeting the board considers urgent." California ties it to a specific trigger: circumstances that could not have been reasonably foreseen, requiring immediate action and making ordinary notice impracticable. Whether your state recognizes the same trigger, or handles urgent business differently (Florida's condominium law instead ties emergency action to a heightened board vote), depends on your own statute. See special meetings and emergency meetings for how each is called and what it can act on.
Check yourself
Answer before you read the explanation, recalling it is what makes it stick.
Your California HOA's bylaws are silent on notice length. What is the minimum number of days before a regular board meeting that notice must go out?
A Florida HOA board schedules a special assessment vote and mails notice ten days ahead. What's the problem?
A special board meeting notice lists only "roof repair contract" as business. Mid meeting, a director wants to also vote on a new landscaping vendor. What governs?
Sources
- Robert's Rules of Order Newly Revised, 12th ed., Frequently Asked Questions, Robert's Rules Association
- California Civil Code §4920, California Legislature
- Florida Statutes §720.303, Florida Legislature
- Florida Statutes §718.112, Florida Legislature
- Revised Code of Washington §64.90.445, Washington State Legislature
Related elsewhere in the Academy
Board Meetings
Not sure whether your meeting is regular, special, or emergency? Read special meetings next.
This is general education, not legal advice. Notice requirements vary by state and by your association's own governing documents. Confirm the specific rule that applies to your board with your CC&Rs, bylaws, and, where needed, an attorney licensed in your state.