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

Scheduling your annual meetings should not be a grueling task. However, it can be frustrating trying to coordinate schedules for the entire board. It is also impossible to choose a date that all members will be able to attend. Is there a way that you can hold an association meeting that everyone can attend?

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Simplify Your Board Meetings in Utah With BuildingBoard

With BuildingBoard, you can hold your association meeting in person and remotely. The BuildingBoard platform allows members and directors to attend, participate, and vote at the live meeting regardless of their physical location. 

The system is easy to use. Since BuildingBoard is internet-based, there is no software or apps to download.

Explore the Requirements

Risks of Missing a Quorum in Utah

Missing a quorum for your annual meeting or board meeting creates more problems. You cannot conduct business. The board must reschedule the meeting and send additional notices to encourage more members to attend the rescheduled meeting. If urgent business was on the agenda, emergency measures may be necessary to address the matter.

Allow members and directs to attend meetings remotely can resolve issues with quorums. People are more likely to attend when they can do so without physically appearing at the meeting.

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.


The Condominium Ownership Act is applicable to condominiums who choose to be subject to the act by recording a declaration. The association is governed by bylaws. The bylaws should establish a management committee, the method for calling meetings of unit owners, the quorum for meetings, and voting rights.


Cooperatives may choose to organize under the Uniform Limited Cooperative Association Act. If so, members shall meet annually. Notice of the annual meeting must be given at least 15 days before, but not more than 60 days before the meeting. 

Unless the rules state otherwise, the members present at a meeting constitute a quorum. Voting by proxy at a members’ meeting is prohibited unless the organic rules provide otherwise.


The Community Association Act governs homeowners associations, except those created under the Condominium Ownership Act. The HOA is governed by bylaws. According to §57-8a-216, the bylaws shall provide requirements for meetings, voting, and quorums.

The Utah Revised Nonprofit Corporation Act

Many of the associations for community interest properties are organized as nonprofit organizations. Therefore, these associations would be subject to the provisions of the Nonprofit Corporation Act. Some provisions of the Act that could impact annual meetings include:

  • The association shall hold an annual meeting of members unless the bylaws eliminate the requirement 
  • Notice of the annual meeting shall be given at least ten days before the meeting (30 days if not mailed by first-class or registered mail), but not more than 60 days before the meeting
  • Voting by proxy is allowed unless prohibited or restricted by the bylaws
  • The bylaws may provide for a greater quorum. Otherwise, a quorum is the number of members of a voting group present at a meeting 

Board members should seek legal counsel if their bylaws and the statutes conflict.

Virtual Annual Meetings in Utah

The Cooperative Association Act allows members to attend annual meetings through any means of communication that allows members to participate in the live meeting unless prohibited by the rules (§16-16-506). 

The Condominium Ownership Act nor the Community Association Act define remote meetings. However, the Nonprofit Corporation Act states that members may participate in a meeting by using any means of communication that allows the members to hear each other during the meeting. Members appearing remotely are considered present in person for the meeting.

Hold Your Utah 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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