Governance guide

Meetings, elections, and homeowner participation

Meetings are where association decisions become visible. Knowing what kind of meeting is being held, what notice applies, and who has authority to vote makes participation more useful.

The association's governing documents may add procedures or longer notice periods. Review the meeting notice and the applicable documents before relying on a general rule.

Know the meeting type

A board meeting is a meeting at which a quorum of directors gathers to conduct association business. The board votes on association operations. Members generally may attend and speak on designated agenda items, subject to reasonable rules.

A members' meeting is a meeting of the homeowners, such as the annual meeting or a properly called special meeting. Members may vote on matters reserved to the membership. An election can occur with the annual meeting, but an annual meeting and an election are not the same thing.

A committee meeting may have open-meeting and notice requirements depending on the committee's authority. A group that merely gathers information is different from a committee that makes final decisions or recommendations to the board.

Read the notice, not just the date

A useful notice tells homeowners the date, time, place, and agenda. Florida law generally requires board-meeting notice at least 48 hours in advance, unless the governing documents or the subject matter require more. Members' meeting notices generally follow a longer timeline. Special assessments, changes to parcel-use rules, and certain other actions carry additional requirements.

Homeowners should save the notice, read the agenda, and submit focused questions before the meeting when possible. A board usually cannot make a final decision by private email; the decision belongs at a properly noticed meeting.

What controls an HOA election

Florida HOA elections are conducted under Chapter 720 and the association's governing documents. The bylaws may address nomination timing, director qualifications, terms, voting representatives, proxies, and how vacancies are filled. If the number of eligible candidates does not exceed the open seats, the process may differ from a contested election.

Before voting

  • Confirm the voting deadline and approved delivery method.
  • Use the ballot, proxy, or online system exactly as instructed.
  • Do not place identifying information on a secret ballot unless the instructions require it.
  • Ask the association how title, multiple owners, or a voting representative affects the parcel's vote.
  • Keep a copy or confirmation when the process provides one.

Participate effectively

  1. Read the agenda and supporting material before the meeting.
  2. State the issue, the relevant fact, and the action you are requesting.
  3. Separate questions from accusations. A clear question is easier to answer and document.
  4. Use the official records process when the answer depends on a contract, invoice, ballot record, or written policy.
  5. Follow up in writing when a commitment or correction needs to be tracked.
Want to change a covenant or rule? The vote and notice requirements depend on which governing document contains the provision. See the homeowner guide to changing declarations and community rules.

Official sources

General information only; not legal advice.