Incorporated associations are required to have a meeting of the members at least annually (unless the bylaws eliminate the requirement). See § 16-6a-701. Additionally, unless the bylaws specify terms longer than one year for board members, an association is required to elect all new board members each year. This is truly a penalty for not having a better provision in the bylaws because it means the board starts over from scratch each year in a lot of ways, if all new board members are elected. When that occurs, the association suffers from a lack of "institutional memory," that is, knowledge and experience that tends to continue from board to board when board terms are staggered so that all board members are not elected in the same year. This requires board member terms of at least two years, of course.
The following is a list of the requirements associated with an annual meeting.
- Notice of Annual Meeting. The association must give notice of the meeting to each member entititled to vote at the meeting, in a manner consistent with its bylaws and that is fair and reasonable. The notice should include a description of any matter or matters that must be approved by the members or for which the members' approval is sought. The notice must include any matters a member intends to raise at the meeting if: (a) requested in writing to do so by a person entitled to call a special meeting;fn1 and (b) the request is received by the secretary or president at least 10 days before the association gives notice of the meeting. See § 16-6a-704.
- Member List. In connection with any member meeting, an association must prepare an alphabetical list of the
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(For reference: 57-8 is the Condo Act, 57-8a is the Community Association Act, 16-6a is the Nonprofit Act)