How to Reconvene an Annual Meeting

 

Have you ever been in a situation where you planned and prepared for your important HOA annual  meeting, but then did not meet quorum? If so, or if you would like to learn more about what to do in such a situation, please read on.

 
Reconvening an HOA’s annual meeting does not happen often, but it does mean planning a new date and time, securing a new meeting location, and often, drafting and mailing out new notices. This can be a costly and time-consuming process for any association!

To help, SpectrumAM has put together a few tips to help your board reconvene an HOA annual meeting successfully:

Quorum Requirements

Your association’s governing documents will specify annual meeting quorum requirements. For some associations, the percentage of homeowners required to meet quorum may drop for a reconvened meeting by as much as 20%. This makes it easier to hold the reconvened meeting than the initial meeting. Additionally, if your association’s governing documents allow for adjournment of an annual meeting that fails to meet quorum, and then reconvene 30 minutes later when quorum has been met, announce the board’s plan to do so.

Meeting Limitations

Your association’s governing documents may put restrictions on when a reconvened meeting can be held. For example, the board may only be able to hold a reconvened annual meeting within 10 days of the annual meeting or may simply need to announce the reconvened meeting within 10 days of the failed initial meeting. If your HOA has restrictions such as these, the board can anticipate a possible date, time, and location for the reconvened meeting.

While laws vary from state to state, some states, such as Texas, only require announcing a reconvened annual meeting via postcard. Proxies and absentee ballots submitted for the initial annual meeting are valid for the reconvened meeting; there is no need to collect ballots again.

Note: Proxies are illegal in the state of Arizona, even if the governing documents state otherwise. To follow state law, Arizona HOA’s need to acquire in-person attendees to meet quorum. While this can be challenging, it is possible.

Peak Interest

If your state allows, it’s great that any votes and quorum-building attendees you already have for the initial annual meeting will still count for the reconvened meeting, but how can the board ensure that remaining percentage is obtained? The best way is to communicate with homeowners:

  • Go door-to-door to get those last few proxies.
  • Offer door prizes and drawings to interest potential attendees!
  • Post reminders throughout the community, on social media, or on the association’s website.
  • Send out a reminder eblast prior to the meeting, announcing the quorum requirement (and how close you are to reaching it).

 

For an HOA, annual meetings are critical. Without yearly elections to appoint valid board members, official business cannot be conducted. If an initial meeting is not successful, your reconvened meeting really needs to pull through!

We hope these tips help your board successfully reconvene an annual meeting. At SpectrumAM, we look forward to helping you host your next meeting!