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Meetings & Elections Intelligence›Board Decision Guide · DM-HOA-024

Should We Call a Special Meeting?

Special membership meetings — called outside the annual meeting cycle — are one of the most misunderstood procedures in HOA governance. Boards sometimes call them when they lack authority to do so, refuse them when they are legally required, or call them without adequate notice. Member petitions for special meetings create distinct obligations that boards must handle formally. This guide covers who can call a special meeting, when, and how.

What this guide covers
  • Who can call a special meeting — board, president, member petition
  • Member petition requirements — threshold, form, and what happens when the board receives one
  • Notice requirements — what must be in the notice and why scope is limited to noticed business
  • Special Meeting Gate — interactive tool returning a recommended action
  • Common mistakes boards make with special meetings
  • Special meeting authorization checklist

Who can call a special meeting

Board majority

In most HOAs, the board can call a special membership meeting by majority vote at a duly noticed board meeting or by written consent. This is the most straightforward path — the board votes, the president (or other designated officer) executes the notice.

Member petition

Members who collect the required percentage of signatures (typically 10–25% of members in good standing) and deliver a formal written petition to the board create an obligation for the board to schedule a meeting. The board's discretion is limited when a valid petition is received.

President (with caution)

Some bylaws authorize the president to call a special meeting — but this typically requires prior board authorization, not a unilateral presidential decision. Boards should review the specific bylaw language before assuming the president can act alone.

State statute

Several states give members a statutory right to call a special meeting after a board fails to act on a valid petition. California Corporations Code § 7511, Florida Statute § 720.306, and others define these rights. State statute may override more restrictive bylaw provisions.

Special Meeting Gate

Answer questions about the meeting initiator and petition status. The gate returns a recommended board action.

DM-HOA-024Special Meeting Gate
GATE 1 OF 1

Who is initiating this special meeting?

Common mistakes

Special meeting authorization checklist

☐Governing documents reviewed for special meeting authority — who can call, under what circumstances
☐Required petition signature threshold confirmed from bylaws (typically 10–25% of members in good standing)
☐If member petition received: each signature verified against member roster and good-standing status
☐Petition purpose reviewed — confirms a proper subject for membership action, not board-only business
☐Board majority vote authorizing the special meeting documented in board meeting minutes
☐Notice period calculated from governing documents — minimum 10–30 days before meeting date
☐Meeting notice drafted — exact purpose stated; no additional agenda items beyond the noticed business
☐Notice delivery method confirmed — written notice required; certified mail or posting per governing documents
☐Meeting date, time, and location confirmed accessible to the membership
☐Quorum requirement confirmed for the specific business to be conducted
☐Proxy or absentee ballot procedure communicated in the notice if members cannot attend

These materials represent original educational content created and maintained by Zorex Holdings, LLC. Copyright protection applies to the selection, organization, analysis, commentary, templates, checklists, and explanatory materials contained within this Resource Center.

LAST REVIEWED: AUGUST 2026

Special meeting authority and petition requirements vary by governing document and state law. Consult your HOA attorney before declining a member petition or calling a meeting under contested circumstances.