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

The Uniform Common Interest Ownership Act governs owners associations organized under RCW 64.90.400. Applicable provisions of the Act that apply to annual meetings include, but are not limited to:

• A meeting of the association must be held at least once per year.
• Notice of the annual meeting must be given at least 14 days before, but not more than 50 days before, the meeting date.
• Unless otherwise provided by the organizational documents, twenty percent of the votes in the association count as a quorum.
• Members may be present in person, proxy, or absentee ballot for a quorum. 
• Votes at a meeting may be held by a show of hands, voice vote, standing, written ballot, or another method designated by the person presiding at the meeting.

Virtual meetings are permitted by the Act, as discussed in the virtual meetings section below.

The Washington Condominium Act applies to condominiums organized under the act or subject to the act. Applicable provisions of the Act that apply to annual meetings include, but are not limited to:

• A meeting of the association must be held at least once per year.
• Notice of the meeting must be given not more than 50 days before, but at least 14 days before, the meeting date.
• A quorum is present if 25% of the votes of the association are present in proxy or in person at the beginning of the meeting, unless the bylaws specify a larger percentage. 
• Unit owners may vote in person, by absentee ballot, or by proxy at annual meetings. Voting by ballot is permitted when a vote is conducted without a meeting.

Virtual meetings are permitted as described in the section below for virtual annual meetings.

The Horizontal Property Regimes Act governs horizontal property regimes (condos) that expressly elect to be governed by the Act by filing a Master Deed. The chapter does not apply to all common interest communities as specified in RCW 64.32.260.

The Act does not discuss quorums or annual meetings. However, most association bylaws, articles, or declarations require annual meetings. Voting is discussed in RCW 64.32.280. Unit owners may vote in person, by absentee ballot, or by proxy.

Washington Cooperative Associations

The Cooperative Association Act does not explicitly discuss annual meetings of members. However, the bylaws should specify the requirements for meetings. It does discuss voting and quorums.

Members are entitled to one vote on each matter unless enlarged, limited, or denied by the articles or bylaws. Members may vote by mail, in person, electronic transmission, or by proxy, unless otherwise stated in the articles or bylaws. 

A quorum is 25% of the total membership votes unless otherwise provided by statute, bylaws, or the articles of incorporation. 

Washington Limited Cooperative Associations

A limited cooperation association may be organized under the Washington Limited Cooperative Associations Act for any lawful purpose, except as related to electric energy. Applicable provisions of the Act that apply to annual meetings include, but are not limited to:

• Members are to meet annually.
• Notice of the annual meeting must be given at least ten days but not more than 120 days before the meeting.
• A quorum equals the voting members present at a meeting, unless otherwise provided in the organic rules.
• Unless the organic rules provide otherwise, voting by proxy is prohibited at members’ meetings. However, this provision does not prohibit delegate voting based on class or district.

Virtual meetings are permitted, as discussed below in the virtual meetings section.

The Washington Nonprofit Corporation Act

Many homeowners associations are organized as nonprofit corporations. If so, they would also be governed by the Nonprofit Corporation Act. Applicable provisions of the Act that apply to annual meetings include, but are not limited to (NOTE: Some provisions are in effect until January 1, 2022):

• An annual meeting of members is to be held at the time stated in the bylaws.
• Notice of an annual meeting must be given at least ten days but not more than 50 days before the meeting.
• Voting may be in person or by proxy, electronic transmission, or mail, if authorized by the articles of incorporation or bylaws. 
• A quorum equals members holding one-tenth of the votes entitled to be cast on a matter present in person or by proxy at a meeting, unless otherwise provided by the articles or bylaws.

Virtual meetings are permitted under the Nonprofit Corporation Act, as discussed in the next section.