Association meetings are not a single concept. Florida law recognizes six distinct meeting types, each with different notice requirements, quorum thresholds, agenda restrictions, and member rights. Treating them as interchangeable is a governance defect — one that creates enforcement exposure, election challenges, and invalid votes.
This guide is a statutory reference for board members and association managers operating in Florida under Florida Statutes Chapter 718 (Condominium Act) and Chapter 720 (Homeowners' Association Act).
The Six Meeting Types
| Meeting Type | Who Attends | Primary Purpose | Notice Requirement |
|---|---|---|---|
| Regular Board Meeting | Board + members (as observers) | Routine governance and business | 48 hrs (HOA § 720.303; Condo § 718.112) |
| Special Board Meeting | Board + members (as observers) | Single specific agenda item | 48 hrs (same as regular) |
| Emergency Board Meeting | Board only (members may be excluded) | Imminent threat or safety emergency | As practicable; minutes to members within 7 days |
| Annual Meeting of Members | All members | Elections, annual business | 14–60 days |
| Special Meeting of Members | All members | Specific member-authorized action | 14–60 days |
| Committee Meeting | Committee members (varies by authority) | Delegated board functions | Mirrors board meeting rules if delegated authority |
Part I: Board Meetings
1. Regular Board Meetings
Regular board meetings are the scheduled sessions at which the board conducts the ongoing business of the association — approving invoices, reviewing financial statements, managing vendor relationships, setting policy, and making operational decisions within the board's authority.
Florida HOAs (Chapter 720)
Florida Statutes § 720.303(2) governs board meetings for homeowners associations. Board meetings must be open to all members and noticed at least 48 hours in advance (§ 720.303(2)(a)). Notice must be posted in a conspicuous place in the community and, for associations with 100 or more units, also provided by mail, hand delivery, or electronic transmission to members.
Florida Condominiums (Chapter 718)
For condominium associations, § 718.112(2)(c) governs board meetings. The 48-hour posting requirement applies, with the same electronic notice rules for larger associations. Residential condominium associations with more than 10 units must hold board meetings at least quarterly — at least four per year — with time designated for unit-owner questions.
Board quorum in Florida: A quorum of the board for an HOA is a majority of the entire board (§ 720.303(2)(a)). For a condominium board, the quorum is also a majority of the board (§ 718.112(2)(a)). An action requires a majority of the quorum present.
Florida proxy prohibition: Directors may not vote by proxy at board meetings in either HOA or condominium contexts. All board votes must be cast in person (or by electronic means if permitted) at the meeting.
2. Special Board Meetings
A special board meeting is any board meeting convened outside the regular meeting schedule. It is called for a specific, defined purpose and is typically limited to the agenda items for which it was called.
In Florida, the notice requirement is 48 hours for both regular and special board meetings — the same period applies to both meeting types (§ 720.303(2)(a) for HOAs; § 718.112(2)(c) for condominiums). The practical distinction is purpose, not procedure: a special meeting is called to address a specific matter that cannot wait for the next regular meeting.
For meetings specifically addressing assessments or rule changes affecting unit use, Florida imposes a heightened notice requirement of 14 days mailed or delivered notice to unit owners, in addition to the 48-hour posting.
Common triggers for special board meetings:
- Contract execution deadlines
- Emergency vendor replacements
- Responding to regulatory requirements
- Approving a special assessment within board authority
- Addressing an urgent member dispute
Unlike member special meetings, there is no statutory prohibition on taking up additional business at a special board meeting unless the governing documents restrict it.
3. Emergency Board Meetings
Emergency board meetings are the most frequently misunderstood meeting type. Many boards convene "emergency meetings" without statutory authority or with inadequate documentation, creating a record that can be challenged.
An emergency board meeting is appropriate only when the circumstances involve a genuine threat to the community's safety, security, or property that requires immediate board action — and when waiting for proper advance notice would cause significant harm.
Florida Statutes § 720.303(2)(a) exempts emergency meetings from the 48-hour notice requirement. Florida requires that the minutes of an emergency board meeting be sent to all members within seven days after the meeting (§ 720.303(2)(c)). This is a mandatory post-meeting obligation, not optional documentation.
For condominium associations under § 718.112(2)(c), a similar exemption applies, and the same documentation requirements govern.
Critical distinction: In Florida, some emergency actions may be taken by board officers under their delegated authority without convening a meeting at all. Boards should review their governing documents to determine what authority the president and officers hold independently.
Notice Requirements — Florida Summary
| Meeting Type | Florida HOA (Ch. 720) | Florida Condo (Ch. 718) |
|---|---|---|
| Regular Board Meeting | 48 hours | 48 hours |
| Special Board Meeting | 48 hours | 48 hours |
| Meeting on Assessments or Rules Affecting Use | 14 days mailed/delivered | 14 days mailed/delivered |
| Emergency Board Meeting | As practicable; minutes within 7 days | As practicable |
| Annual Meeting of Members | 14–60 days | 14–60 days |
| Special Meeting of Members | 14–60 days | 14–60 days |
| Committee Meeting (delegated authority) | Same as board meeting | Same as board meeting |
| Committee Meeting (advisory only) | No statutory requirement | No statutory requirement |
Part II: Member Meetings
Member meetings are fundamentally different from board meetings. The notice periods are longer, the quorum thresholds are different, the agenda control rules differ, and the member vote — not the board — is the decision-making authority.
Do not conflate board quorum and member quorum. A board quorum is typically a majority of directors. A member quorum is a percentage of all members entitled to vote — often 10–30% of all votes, depending on the governing documents. These are separate concepts with separate consequences for failure.
4. Annual Meeting of Members
The annual meeting of members is the single most important meeting the association holds each year. It is the meeting at which members exercise their ownership rights: electing directors, receiving financial reports, and voting on matters reserved for member approval.
Annual meetings must be held at least once each calendar year. Notice must be provided at least 14 days in advance and not more than 60 days.
Florida HOA Annual Meetings (§ 720.306): HOA elections must comply with § 720.306(8). Proxy voting is permitted at elections for HOAs, subject to restrictions in the governing documents. The quorum requirement is established by the governing documents (§ 720.306(1)(a)). If a quorum is not achieved at the duly noticed meeting, the members present may adjourn the meeting to a date certain.
Florida Condominium Annual Meetings (§ 718.112(2)(d)): Condominium elections have a structured two-notice framework:
- First notice of election (typically 60+ days before)
- Candidate name submission deadline: no less than 40 days before the election
- Candidate information sheet deadline: no less than 35 days before
- Second notice with ballot package: 14–34 days before the election
An Inspector of Elections is required for condominium elections (§ 718.112(2)(d)). Proxy voting at elections is prohibited for condominiums — all director elections must be conducted by secret ballot. Proxies may still be used to establish meeting quorum, but not to vote in elections.
For condominium member meetings, a 20% voting interest is required for valid elections at the annual meeting under § 718.112(2)(b).
5. Special Meeting of Members
A special meeting of members is convened outside the regular annual meeting schedule to address a specific matter requiring member approval. Common purposes include director recall, governing document amendments, and votes on special assessments exceeding board authority.
A special meeting of members is not a special board meeting. The two terms are often confused. A special meeting of members requires member quorum, longer notice, and the decision belongs to the members — not the board.
Florida HOA Special Meetings (§ 720.306(1)): Special meetings may be called by the president, a majority of the board, or by members holding at least 10% of voting interests (unless the bylaws provide a lower percentage).
Florida Condominium Special Meetings: § 718.112(2)(d) and the bylaws govern special member meetings for condominiums.
Notice requirements: 14–60 days notice, same as annual meetings.
The 115% Special Meeting Process (Condominiums Only): Under § 718.112(2)(e), when the board adopts an annual budget that would require regular assessments to exceed 115% of the prior fiscal year's assessments (excluding reserves, non-recurring expenses, and betterments), members holding at least 10% of voting interests may, within 21 days of budget adoption, submit a written request for a special meeting to consider a substitute budget. The special meeting must be held within 60 days of budget adoption, and a majority vote of all voting interests is required to adopt the substitute budget.
Agenda restriction: At a special meeting of members, only the business for which the meeting was called may be transacted. A board cannot use a special meeting of members to introduce additional business not stated in the notice.
Common special meeting purposes:
- Director recall vote
- Amendment to declaration, bylaws, or rules (when member approval required)
- Special assessment exceeding the board's statutory or document-based authority
- Substitute budget consideration (condominium 115% process)
- Approval of contracts requiring member vote under governing documents
Part III: Committee Meetings
6. Committee Meetings
Florida imposes stricter committee meeting rules than many states, particularly for condominiums.
Under § 718.112(2)(c), committees of a condominium association that have the authority to take final action on behalf of the board, or that make recommendations to the board regarding the association's budget, are subject to the same open meeting and notice requirements as board meetings. This is a statutory requirement — not a discretionary matter.
For HOAs under § 720.303(2), the same principle applies: committees that have decision-making authority operate under board meeting rules.
Florida ARC: In Florida, architectural review committees are a frequent source of procedural error. If the ARC has authority to make final approval/denial decisions without board ratification, its meetings must be noticed and open to members. Many associations incorrectly treat ARC meetings as private deliberations.
Advisory committees in Florida: Committees whose function is purely advisory and that hold no authority to take binding action are not subject to the open meeting requirement.
Part IV: Member Rights at Association Meetings
Attendance and Observation
Members have a statutory right to attend and observe all open board meetings in Florida under § 720.303(2) (HOA) and § 718.112(2)(c) (condominium). This right is not conditioned on good standing, lack of delinquency, or board approval. A member who owes assessments retains the right to attend and observe board meetings.
Exclusion of members: The only lawful basis for excluding members from a board meeting is executive session. A board cannot exclude a member because the board dislikes the member, because the member has been contentious, or because the board prefers privacy. Any such exclusion creates liability.
Right to Speak
Florida § 720.303(2)(b) provides members the right to speak at meetings on agenda items. The board may adopt reasonable rules governing the time, manner, and frequency of member comments — but cannot eliminate the right to speak entirely.
Florida condominium associations with more than 10 units must include time for unit-owner questions in at least four board meetings per year.
Member forums: Many associations designate an open forum period (typically at the beginning or end of the meeting) for member comments on items not on the agenda. This is a governance best practice, but the statutory speaking right in Florida is specifically tied to agenda items.
Records and Minutes
Members have the right to inspect meeting minutes. Minutes of open sessions must be made available to members within a reasonable time after adoption. Florida condominium records-retention obligations under § 718.111(12) impose retention periods on minutes and other official records.
Minutes of executive session are confidential and are not required to be disclosed to members. However, the fact that the board convened an executive session — and the general statutory basis for doing so — should be noted in the open session minutes.
Proxy Voting at Member Meetings
Florida HOA: Proxy voting is permitted at member meetings under § 720.306, subject to the governing documents.
Florida Condominium: Proxy voting is prohibited in director elections under § 718.112(2)(d). All director elections must be conducted by secret ballot. Proxies may still be used to establish meeting quorum for condominium member meetings, but not to vote in elections.
Part V: Executive Session
Executive session is a closed portion of a board meeting from which members are excluded. It is not a separate meeting type — it is a procedural mechanism available within a board meeting (regular, special, or emergency). The board must convene in open session before going into executive session, and must return to open session before adjourning.
Florida HOA executive session rules under § 720.303(2)(a) are limited. Executive session is permitted for:
- Personnel matters
- Consultation with the association's attorney regarding pending or reasonably anticipated litigation
Florida HOA law does not authorize executive session for general contract negotiations or enforcement actions involving specific members. If a Florida HOA board routinely closes sessions for matters outside these two categories, it is doing so without statutory authority.
For Florida condominiums under § 718.112(2)(c), executive session is similarly limited to personnel matters and attorney consultations regarding pending or anticipated litigation.
Part VI: Board Action Without a Meeting
Florida § 718.112(2)(c) (condominium) and § 720.303(2) (HOA) permit board action by unanimous written consent, without convening a formal meeting. Florida requires unanimous consent of all board members — a majority is not sufficient for action without a meeting.
Practical use: Written consent is appropriate for time-sensitive approvals where convening a meeting is impractical and waiting for the next meeting would cause harm. It is not a substitute for regular board governance, and overuse of written consent to avoid open meeting requirements is improper.
Part VII: Common Procedural Defects and Their Consequences
Inadequate Notice
Conducting a board meeting without the required 48-hour posting notice creates a procedurally defective meeting. Actions taken at improperly noticed meetings can be challenged and voided. For meetings addressing assessments or rule changes affecting unit use, failure to provide the 14-day mailed notice is a separate defect.
Cure: The board can ratify action from an improperly noticed meeting by re-voting at a properly noticed subsequent meeting.
Member Exclusion from Open Sessions
Excluding members from open board sessions without proper executive session authority violates § 720.303(2) (HOA) or § 718.112(2)(c) (condominium). Members who are wrongfully excluded may seek injunctive relief and attorney's fees.
Mixing Board and Member Business
Taking votes on matters reserved for member approval at a board meeting without convening a properly noticed member meeting creates an invalid vote. The vote has no legal effect regardless of what the board minutes say.
Quorum Failure
A board that votes without quorum has not taken a valid action. Similarly, a member meeting that fails to achieve the governing documents' quorum threshold cannot transact business. Document quorum counts in every meeting's minutes.
Emergency Meeting Abuse
Using the emergency meeting exception to avoid the 48-hour notice requirement for routine matters is a procedural defect. The board that fails to send minutes of an emergency board meeting to all members within seven days as required by § 720.303(2)(c) commits an additional procedural violation.
Quick Reference: Meeting Type Checklist
Before calling any meeting, confirm:
- Which meeting type is this? (Regular board / Special board / Emergency board / Annual member / Special member / Committee)
- Does the notice comply with the 48-hour posting requirement?
- For assessments or rule changes affecting unit use: has the 14-day mailed/delivered notice been provided?
- Has the notice been posted in all required locations?
- Is the agenda limited to matters appropriate for this meeting type?
- Has quorum been established and documented?
- Are members admitted to open sessions?
- If executive session: is there a stated statutory basis (personnel or pending/anticipated litigation)?
- Will minutes be prepared and, for emergency meetings, distributed to members within seven days?
CICSC provides educational resources, governance standards, and practical advisory support. CICSC does not provide legal advice, accounting advice, tax advice, engineering advice, insurance advice, or reserve study services. Board members and associations should consult qualified professionals for matters requiring professional judgment or legal interpretation.