Different HOA Meeting Types in Annapolis, Maryland
Running a homeowners’ association (HOA) involves more than maintaining common areas and collecting dues. Board members must also follow strict rules about meetings, many of which are spelled out in Maryland law and the community’s governing documents. Knowing the different types of meetings and what business can be conducted in each helps boards stay compliant while giving members confidence in the association’s leadership.
Not all HOA meetings are the same. Maryland law and the association’s governing documents outline several types of meetings, each carrying different rules about notice, participation, and decision-making. The different types of HOA meetings include:
Regular Meetings
Regularly scheduled meetings of the board, held monthly or quarterly, to cover routine association business, such as reviewing financials, addressing homeowner concerns, or approving contracts. Regular meetings are typically open to members, unless the board adjourns into a permitted closed session.
Special Meetings
Special meetings are called outside regularly scheduled meetings to deal with urgent or specific matters, such as addressing a special assessment or a time-sensitive issue. Special meetings may be initiated by the board or by a percentage of the membership if allowed by the association’s bylaws.
Annual Meetings
Maryland law, and most HOA bylaws, require an annual membership meeting to cover major business, such as elections, annual financial reports, and budget approval. Annual meetings also allow homeowners to hear directly from the board and ask questions.
Executive Sessions
Executive sessions are closed portions of a board meeting used for discussing and voting on sensitive legal and personnel matters, delinquent accounts, and contract negotiations. The topics are restricted under Maryland law, and though restricted publicly, minutes of the discussions and votes must be carefully documented.
Work Sessions and Workshops
Work sessions are informal gatherings to discuss, plan, or hear presentations from vendors and other professionals, and allow board members to explore issues in detail without the pressure of formal decision-making. Decisions should not be made during work sessions and should be reserved for properly noticed meetings to avoid compliance issues and homeowner distrust.
Emergency Meetings
Emergency meetings are called with little or no notice when a crisis occurs, such as a major safety hazard, burst water pipe, or structural collapse. Boards are expected to act quickly to protect the community, but should still record and ratify decisions in the minutes once the immediate situation is under control.
Why Does the Type of HOA Meeting Matter?
The type of HOA meeting determines not only the level of formality but also what the board can legally do. Maryland’s open meeting requirements give homeowners the right to attend most board meetings and understand how decisions are made. Holding the wrong type of meeting for a particular action can create legal challenges, raise questions about transparency, and weaken homeowner trust in the board’s leadership.
What Decisions Require a Formal Meeting and Vote?
Important association business cannot be decided in casual discussions or workshops. To remain compliant and transparent, HOAs must reserve certain decisions for formal meetings, such as:
- Adopting annual budgets and special assessments.
- Electing or removing board members.
- Approving rules, regulations, and policies.
- Entering into significant contracts or legal agreements.
- Making binding decisions that affect the rights or obligations of members.
By keeping these matters within the structure of formal meetings, boards protect both themselves and the community from legal disputes.
What Happens if Decisions Are Made Outside of Formal Meetings?
When boards make decisions outside of formal meetings in work sessions or in casual discussions, they risk violating Maryland’s open meeting laws. Such actions can be challenged by homeowners and, in some cases, overturned. Even if the decision itself is sound, the perception of secrecy can erode community trust and make it harder for the board to govern effectively. To avoid this, HOA boards should treat informal sessions as opportunities for discussion only and reserve formal action for public meetings with proper minutes.
How Oliveri & Larsen Supports HOAs
Oliveri & Larsen works closely with HOAs across Maryland to navigate the legal and practical challenges of community governance. Our skilled legal team has extensive experience advising HOA boards on proper meeting procedures, ensuring compliance with open meeting laws, and interpreting governing documents when questions arise. Whether guiding a board through a sensitive executive session, determining the parameters of a special meeting, or assessing the limits of a work session, our Annapolis HOA lawyers provide the comprehensive guidance associations need to operate smoothly and transparently.
Annapolis HOA Lawyers at Oliveri & Larsen Provide Comprehensive Guidance and Support
If your HOA needs guidance, call the experienced Annapolis HOA lawyers at Oliveri & Larsen at 410-295-3000 or contact us online to schedule a consultation. Located in Annapolis, we serve clients in Ocean City, Anne Arundel County, Baltimore County, Baltimore City, Calvert County, Harford County, Howard County, Queen Anne’s County, St. Mary’s County, Worcester County, Kent County, and the upper and lower Eastern Shores of Maryland.