Hawaii

Hawaii Annual General Meeting Requirements for Condos, Co-Ops, and HOAs

Annual meetings and board meetings can be difficult to schedule for homeowners associations. Coordinating schedules for board members can be challenging. Choosing a date that all members can attend a meeting is unlikely. However, BuildingBoard has a better way for you to hold association meetings.

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Population

1,415,872

Housing Units

550,273

Owner Occupied

58.90%

Associations

1,000 - 2,000

Simplify Your Board Meetings in Hawaii With BuildingBoard

BuildingBoard provides remote access to your board meetings and annual meetings through the Internet. There are no apps or software for your members to download. They merely access the live meeting through our website. It is easy to use and convenient. Members can participate in the live meeting and cast their votes simultaneously with the members present at the meeting in person.

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Risks of Missing a Quorum in Hawaii

Missing a quorum is not only frustrating for directors and members. When you miss a quorum, you cannot conduct association business. Decisions cannot be made regarding the community, which could result in costly delays in some cases. When members can attend meetings remotely, it often results in higher attendance levels, which can avoid the problem of missing quorums.

Annual General Meeting Requirements

The annual meeting is held to conduct business that impacts the entire community. However, these meetings may also provide owners and shareholders the opportunity to voice concerns or issues.

Condos

The Hawaii Condominium Property Act governs condominiums created across the state. Applicable provisions of the Act that apply to annual meetings include, but are not limited to:

  • Association meetings are to be held once per year
  • The board may direct the use of electronic voting if the declaration or the bylaws do not prohibit it; however, all equipment must be isolated from the Internet or an external network 
  • Notice of meetings must be given not less than 14 days before the meeting date
  • Members may vote by proxy
  • No unit owned by the association may cast votes

The bylaws of the association should define a quorum for the purpose of member meetings and other meetings.

Co-Ops

Hawaii has a Cooperative Housing Corporations statute that governs housing co-ops. According to the statute, proxies are only valid for a specific meeting. The Board of Directors must meet at least once per year, and meetings are open to all shareholders. 

The statutes do not discuss the number of votes for a quorum at meetings or annual meetings. It states that the cooperative is subject to the Business Corporation Act, except where the provisions of the Business Corporation Act are inconsistent with the cooperative statutes.

HOAs

The Hawaii Planned Community Associations Act applies to all planned community associations existing as of June 16, 1997. Applicable provisions of the Act that apply to annual meetings include, but are not limited to:

  • Meetings of the members should be held annually
  • At least 14 days before an annual meeting, notice should be sent to the members as provided by the bylaws or by two or more of the following means: hand delivery, U.S. mail, electronic mail, posting on the association’s website
  • Voting by proxy is allowed, but is valid for only a specified meeting 

The bylaws and governing documents should provide voting requirements and quorum requirements.

Virtual Annual Meetings in Hawaii

The Nonprofit Corporations Act states in §414D-101 that the board of directions may allow members or proxies of members to participate in an annual meeting or regular meeting by means of the Internet, teleconference, or other electronic transmissions. However, the members must be able to participate in the live meeting and vote on matters subject to the members. 

Section 421J-3.5(e) of the Planned Community Associations Act states that an association may conduct an annual, regular, or special meeting remotely in a manner consistent with 414D-101(g) or 414D-102(f).

Hold Your Hawaii Annual Board Meetings Virtually with BuildingBoard

BuildingBoard is easy to use, convenient, and avoids problems reaching quorums. Schedule your meeting, invite members via email, and conduct the vote on the day of the meeting. Your members vote via their smartphone or computer.

Are you ready to simply your annual meetings? Contact BuildingBoard to learn more about our services and to schedule a demo.

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