Special
meetings are unscheduled meetings called from time to time by the board for a
specific purpose. Special meetings usually address issues that need immediate
attention or that need more time and discussion than can be handled in routine
board or annual meetings.
There
are a couple of things that make special meetings … well, special.
First,
members must be notified of the exact purpose of the meeting, and the meeting
must be limited specifically to achieving this purpose. This is important
because people typically decide whether to attend a special meeting based on
the issue and how it’s being addressed. Therefore, actions taken on issues not
listed in the notice will be invalid. In fact, no action can be taken at all,
if it was not included in the notice. For example, if the stated purpose of a
meeting is “to discuss” a problem,
the board cannot actually vote on a solution—at least not in this meeting.
Second,
association members—not just the board—can call for a special meeting, if they
get a minimum number of signatures on a petition that states exactly what issue
or problem they want to address. Homeowners give the petition, with its stated
purpose, to a board member who schedules the special meeting.
Like
annual and board meetings, special meetings are open to all association members
who wish to attend, and they require a quorum before any business can be
conducted. Also, notifying all association members properly is essential; when
and how the notice is delivered, what it says, and other requirements must be
met.
