Illinois condo and HOA meeting requirements: Everything you need to know

What is an HOA meeting?

An HOA meeting is any gathering of a homeowners association’s board to discuss association business and make decisions. These meetings may include financial updates, maintenance plans, rule enforcement, and other operational matters. Illinois HOA laws require at least one annual meeting of the membership, typically to elect board members. Other meetings may be held throughout the year at the board’s discretion.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

What is a condo meeting?

A condo meeting is any gathering of a condominium association's board or membership to conduct business. In Illinois, condo associations are required by law to hold at least four board meetings per year. These meetings are used to review budgets, address resident concerns, approve contracts, and meet legal obligations under the Illinois Condominium Property Act.

Learn more about running board meetings and board roles and duties in our webinar '2025 board education'.
 

What are Illinois HOA meeting requirements?

Illinois homeowners associations must meet specific guidelines for meetings under the Illinois Common Interest Community Association Act:

• Board meetings: The board must meet at least four times each year.
   
• Board meeting notice: Owners must receive at least 48 hours’ advance notice, posted in a common area and delivered by a prescribed method.
   
• Annual meetings: At least one annual meeting of the membership is required each year. This meeting is typically used to elect board members.
   
• Quorum: A quorum of 20% of the total ownership is generally required for the annual meeting to proceed. The exact percentage can vary based on governing documents.
   
• Notice: Written notice of the annual meeting must be sent to all owners no fewer than 10 and no more than 30 days in advance. The notice must include the time, place, and purpose of the meeting.
   
• Board meetings: Regular board meetings should be held throughout the year. While the law does not specify a minimum number, good governance often includes several per year.
   
• Open meetings: Board meetings must be open to owners, except for executive sessions. These closed-door sessions are limited to certain legal, personnel, or violation-related matters.
   
• Minutes: Boards must keep meeting minutes, which should be made available to owners upon request.

What are Illinois condo meeting requirements?

Condo associations in Illinois are subject to the Illinois Condominium Property Act and must follow detailed rules for meetings.

• Annual meetings: Condo associations are required to hold an annual meeting of unit owners to elect board members and conduct other business.
   
• Board meetings: The board must meet at least four times per year. These meetings must be open to unit owners, with limited exceptions for certain executive sessions.
   
• Notice requirements:
   
  • Annual membership meetings require 10- to 30-day notice.
     
  • Board meetings require at least 48 hours’ notice.
     
  • Notices must include the meeting’s date, time, and location.


• Meeting delivery: Notices can be delivered by mail, electronic transmission, or another method approved in writing by the owner.
   
• Quorum: The quorum for annual meetings is typically 20% unless otherwise stated in the bylaws.
   
• Minutes: All meetings must be documented with minutes, which should include decisions made and actions taken, including those in executive session.

Executive sessions and closed meetings

Executive sessions are limited to specific situations where privacy or legal confidentiality is required. These situations may include pending litigation, violations, and personnel issues. Boards may not use executive sessions to avoid discussing general business in front of owners. Any vote resulting from a closed discussion must be taken in an open session. It’s important for boards to understand when executive sessions are appropriate and to document their use clearly and accurately in meeting minutes, without disclosing confidential details.
 

Owner participation in meetings

Illinois law allows owners to attend board meetings and generally permits them to speak during a designated portion of the meeting. Boards may establish reasonable rules around timing and format, but owners must be given the opportunity to participate. This can help build engagement and clarify how decisions are made. Setting expectations in advance, such as time limits or written comment procedures, can help meetings run more smoothly while giving all attendees a chance to be heard.
 

Why meeting records matter

Keeping accurate minutes of both board and membership meetings is not only required but helps preserve the official record of the association’s decisions. These records may be reviewed during sales, legal disputes, or regulatory inquiries. Associations are required to make minutes available for inspection by owners. Good recordkeeping also helps new board members understand past decisions, supports consistent governance over time, and can reduce confusion or disputes related to board actions or owner questions.
 

Frequently asked questions about Illinois condo and HOA meeting requirements

What happens if there isn’t a quorum at the annual meeting?

If a quorum isn’t reached, the meeting may need to be rescheduled, or adjourned and reconvened. Some bylaws allow the meeting to proceed with reduced quorum requirements on a second attempt.
 

Can meetings be held virtually?

Yes, Illinois law allows for virtual meetings, though this should be clearly defined in the association’s governing documents and agreed upon by owners. Boards should provide clear instructions on how to access the meeting and participate.
 

Are meeting minutes public?

Minutes must be made available to all owners, but they are generally not shared with outside parties unless required by law.
 

Who is responsible for sending meeting notices?

The board secretary or community association management company is typically responsible for preparing and distributing meeting notices according to legal and governing document requirements.
 

How long do board meetings usually last?

Most board meetings run between one and two hours, depending on the agenda and how much discussion is needed. Well-organized meetings with prepared materials tend to be more efficient.
 

About FirstService Residential

Since 1950, FirstService Residential has supported condos and HOAs throughout Illinois with board training, meeting preparation, compliance, and day-to-day operations. Contact us today to learn how we can help your community stay organized and informed.