A guide to your HOA annual meeting

What is an HOA annual meeting?

An HOA annual meeting is a once-a-year gathering where all unit owners (members) within a Nevada community association are invited to hear updates, review the budget, and participate in board elections. Nevada law (NRS 116.3108) requires the association to hold an annual meeting of units’ owners, making it a critical event for both the board and residents. While regular board meetings are important for ongoing decisions, the annual meeting is designed to involve the entire membership in key issues. It establishes accountability, creates a record of community business, and provides the legal framework for electing board members.

In previous articles, we discussed the basics of board meetings and provided tips to help your HOA run them successfully. In this article, we answer some frequently asked questions (FAQs) about annual and special meetings, including what you need to do to comply with Nevada HOA laws and your governing documents.

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.
 

Key aspects of HOA annual meetings

The HOA annual meeting in Nevada covers several recurring agenda items that boards must present and members expect to see. The most common aspects of an HOA annual meeting include:

• Financial reports: The board presents a review of the association’s financial management, such as budgeting, reserves, and expenses. Homeowners see how dues are allocated and learn about upcoming financial needs.
   
• Project updates: Major maintenance or capital improvement projects are reported on, including status updates and anticipated timelines.
   
• Elections: If board positions are expiring, the HOA annual meeting is when ballots, which must comply with NRS 116.31034 (including secret voting and candidate disclosures), are typically tabulated and results announced at the meeting. Owners typically cast their votes in advance, according to the association’s election procedures.
   
• Open discussion: Homeowners may raise questions, comments, or concerns. While the board may not be able to answer every issue on the spot, this segment gives residents a voice in community matters.

These agenda items keep the HOA annual meeting structured while leaving room for homeowner input. Boards should anticipate these recurring topics and plan accordingly so the meeting runs smoothly.
 

How to run a successful meeting

Running a successful HOA annual meeting in Nevada means balancing legal compliance with practical organization. Examples of practical steps for a productive HOA annual meeting include:

1. Send notice on time: For annual meetings of the units’ owners, NRS 116.3108(3) requires written notice to each unit owner at least 15 days before the meeting. Timely notice gives members the chance to prepare questions and review materials.
    
2. Confirm quorum requirements: Without a quorum, elections and certain business decisions may not be valid. Boards should track participation closely and use proxies or ballots when permitted.
    
3. Prepare reports in advance: Financials, project updates, maintenance projects, and board candidate information should be compiled before the meeting so they can be presented clearly.
    
4. Set ground rules for discussion: Allowing homeowners to speak while keeping the meeting on track requires structure. Many associations allocate specific time limits per speaker.
    
5. Document the meeting: Accurate minutes are essential to capture decisions, votes, and homeowner comments.

By combining legal compliance with strong organization, boards can create an HOA annual meeting that meets requirements and keeps members engaged.
 

 Frequently asked questions about HOA meetings

What is a special meeting?

If your HOA has a specific concern, suggestion or problem that comes up between meetings, it can decide to hold a special meeting. Possible reasons for holding a special meeting include voting on the removal of a board member or amending covenants, conditions and restrictions (CC&Rs). Remember, however, that you may only take action on the noticed agenda items.
 

Who can request a special meeting?

In Nevada, the decision to hold a special meeting can be made by the board president, by a board majority or by units’ owners representing at least 10% of the voting power of the association (or a lower percentage if provided in the governing documents), as set forth in NRS 116.3108(2).
 

Who can attend annual and special meetings?

All homeowners may attend and vote at these meetings (unless their voting rights have been revoked). A homeowner’s legal guardian, trustee, personal representative, or power of attorney may also attend and vote. Your bylaws will dictate who else may be present, for example representatives by proxy or legal authorization, additional household members or tenants. Nevada law does not grant tenants the right to attend unless authorized by the unit owner or permitted by the governing documents.
 

Do these meetings require a quorum?

In Nevada, a quorum is typically required to hold a vote at association meetings. By default, state law sets the quorum at 20% of the voting members for owner meetings, and a majority of board members for board meetings. If quorum not present, meeting may be adjourned and reconvened at reduced quorum per NRS 116.3109(3). However, your association’s governing documents may set different quorum requirements or allow reduced quorum at adjourned meetings. They may also require a certain percentage of owner approval for specific action items.
 

How are homeowners notified of a meeting?

The board of directors must notify all homeowners of an upcoming annual or special meeting at least 15 days in advance, as required by NRS 116.3108. The notification must include the agenda and let homeowners know that they may speak at the meeting. It must also inform them that they are entitled to a copy of the minutes upon request. For regular and executive session board meetings, homeowners must be notified at least 10 days in advance.
 

What is the role of the board of directors at an annual or special meeting?

Members of the board of directors do not have any more decision-making power than any other homeowner with regard to agenda items at an annual or special meeting. HOA board member responsibilities may include running these meetings (or your community manager may run them), but votes are allocated as set forth in the governing documents.

Annual and special meetings are an important way for homeowners to make their voices heard. They also keep everyone informed about changes and issues that affect the entire community.

Don’t be left out of important decisions. Make sure to show up and participate at both annual and special meetings. If you are on the board of directors, encourage other homeowners to attend these meetings. Look to a good community management company to help you run these meetings effectively.

For more information on annual and special meetings and how a community management company can help, contact FirstService Residential, Nevada’s leading community management company.