Special Meeting

A meeting of the association membership called outside of the regular annual meeting schedule to address urgent or specific business that cannot wait until the next annual meeting. Special meetings may be called by the board of directors on its own initiative, or by petition of a specified percentage of the membership as set forth in the bylaws — commonly 5% to 25% of the voting power. A critical rule for special meetings is that only the business specifically described in the meeting notice may be discussed and acted upon; no other matters may be introduced from the floor. This limitation ensures that members who chose not to attend — relying on the stated agenda — are not blindsided by unexpected decisions. Common reasons for calling special meetings include votes on special assessments, amendments to governing documents, recall of board members, approval of major contracts or litigation settlements, and emergency responses to property damage or safety issues. In California, the Davis-Stirling Act requires that notice of a special meeting be provided at least 10 days in advance (Civil Code Section 4040), and that the notice specify the purpose of the meeting. Quorum requirements for special meetings are the same as for annual meetings unless the bylaws provide otherwise. Board members should document the specific purpose in the call for the meeting and ensure the notice is properly distributed to all members of record.