MEETING RULES: HAWAII
Hawaii meeting rules,
between elections.
Hawaii gives a condominium and a planned community association the same floor for an owners meeting, fourteen days of notice, and opens board meetings to owners under both acts.
A condominium board also posts notice of its own meetings seventy-two hours ahead, and most records an owner asks for in writing are due within thirty days, at no more than $1 a page.
Our reading, to support your review, not legal advice.
Confirm with your attorney before the board acts.
Reviewed on Nov 10, 2026
NOTICE
Notice for the annual meeting in Hawaii
Days below are counted back from the meeting date. Where the statute sets a ceiling as well as a floor, the notice has to land inside the window, not simply before it.
Condominium
Hawaii Condominium Property Act (HRS chapter 514B)
| Notice | The rule | Section |
|---|---|---|
| Any association meeting | At least 14 days beforeThe secretary, or another officer your bylaws name, sends the notice no less than fourteen days before the meeting. It gives the date, time and place and the agenda items, including the general nature and rationale of any proposed amendment to the declaration or bylaws and any proposal to remove a director. This section sets no earliest date. The association meets at least once a year.How it travels: Hand-delivered, sent prepaid by United States mail to the unit or to another address the owner designated in writing, or by email if the owner chose email in writing. | HRS §514B-121(a), (d) |
Planned community association
Hawaii Planned Community Associations Act (HRS chapter 421J)
| Notice | The rule | Section |
|---|---|---|
| Any association meeting | At least 14 days beforeWritten notice goes to each member not less than fourteen days before any regular, annual or special meeting, sent by the secretary or another officer your bylaws name. It gives the date, time and place and the agenda, including the general nature of and rationale for any proposed amendment to the declaration or bylaws, any proposed special assessment the governing documents do not already authorize, and any proposal to remove a director. This section sets no earliest date.How it travels: As the bylaws provide, or by at least two of these: hand delivery, United States mail, email to an address the member designated in writing, and posting the whole notice on a part of the association website every member can reach. | HRS §421J-3.5(a), (b) |
Worked example: a meeting on Dec 1, 2026
- Condominium, any association meeting: for a meeting on Dec 1, 2026, notice goes out by Nov 17, 2026.
- Planned community association, any association meeting: for a meeting on Dec 1, 2026, notice goes out by Nov 17, 2026.
That is arithmetic on the day counts above, nothing more. Your bylaws may ask for longer, weekends and holidays are not adjusted for, and a date is not a ruling on your meeting.
Now yours: when is your meeting?
Type the date and see the days your notice can go out under the Hawaii sections above. Nothing you type leaves this page.
BOARD MEETINGS
Board meetings in Hawaii
Condominium: open meetings
Every condominium board meeting outside executive session is open to all members of the association. Owners who are not directors may take part in the deliberation and discussion under owner participation rules the board adopts. If the board adopts or amends such rules, it tells every owner, and it may post them on an association website.
Condominium: executive session
By majority vote the board may adjourn and reconvene in executive session to discuss and vote on four kinds of matter: personnel, litigation the association is in or may face, matters needing the attorney-client privilege, and the negotiation of contracts, leases and other commercial transactions. The general nature of the business is announced in open session first.
Planned community: open meetings
Board meetings of a planned community association, other than executive sessions, are open to all members to give input on the matters under discussion. Members who are not directors may take part in the deliberation unless a majority of a quorum of the board votes otherwise.
Planned community: executive session
With the approval of a majority of a quorum, the board may adjourn and reconvene in executive session on personnel, litigation the association is in or may face, or what is needed to protect the attorney-client privilege. The general nature of the business is announced in the regular session first.
No proxies, conflicts disclosed
A director may not vote by proxy at a board meeting under either act. A director with a conflict of interest discloses its nature before the vote, and the minutes record that the disclosure was made. In a condominium the director also may not vote on that issue.
Robert’s Rules apply
Every association meeting and every board meeting, in a condominium and in a planned community alike, is conducted under the most recent edition of Robert’s Rules of Order Newly Revised.
Committees go in minutes
A planned community board may appoint committees or subcommittees to review a specific matter. The minutes of the meeting that appoints one report the appointment, name its members and describe what it is to review.
Condominium
Hawaii Condominium Property Act (HRS chapter 514B)
| Notice | The rule | Section |
|---|---|---|
| Board meeting | No day count in the statuteA condominium counts board meeting notice in hours, not days. The notice is posted seventy-two hours before the meeting, or at the same time the directors are notified, and it lists the business items expected on the agenda. The board meets at least once a year.How it travels: Posted in prominent locations within the project by the managing agent, the resident manager or a director. | HRS §514B-125(e) |
Planned community association
Hawaii Planned Community Associations Act (HRS chapter 421J)
| Notice | The rule | Section |
|---|---|---|
| Board meeting | No day count in the statuteThe planned community act sets no notice period for a board meeting. Its fourteen-day section says it does not apply to board or committee meetings, and the board meetings section sets no number, so your bylaws govern. | HRS §421J-3.5(d); §421J-5 |
Incorporated association
Hawaii Nonprofit Corporations Act (HRS chapter 414D)
| Notice | The rule | Section |
|---|---|---|
| Special board meeting | At least 2 days beforeUnless the articles or bylaws say otherwise, a nonprofit board may hold a regular meeting without notice. A special meeting needs at least two days of notice to each director, giving its date, time and place but not its purpose. The presiding officer, the president or twenty per cent of the directors in office may call and notice a board meeting. | HRS §414D-145(a), (b), (d) |
MINUTES AND RECORDS
Minutes and records in Hawaii
Owners meeting minutes
In a condominium, minutes of an association meeting are approved at the next regular meeting, or by the board if the owners authorized that at an annual meeting. Approved minutes are available within seven calendar days of approval, and the unapproved final draft within sixty days of the meeting. An owner may offer corrections at an association meeting.
Board minutes
Condominium board minutes record each director’s vote on every motion outside executive session and are approved no later than the second regular meeting after. They are available within seven calendar days of approval, and the unapproved final draft within thirty days of the meeting. Executive session minutes may be withheld if publishing them would defeat the lawful purpose of the session.
Thirty days for records
Whatever the declaration, bylaws or house rules say, the condominium records the act lists are provided no later than thirty days after an owner’s written request, unless a shorter time applies. Approved board minutes are either open to examination at no cost or on twenty-four-hour loan, or sent within fifteen days of a request. For any other document you ask for in writing, the board gives a written yes, or a written no with its reasons, within thirty calendar days.
What a copy costs
A condominium may charge a reasonable fee for copies, covering administrative and duplicating costs, of no more than $1 a page, except for pages larger than eight and one-half by fourteen inches. For examining the financial records, owners pay administrative costs above eight hours a year, and the board may ask for an affidavit that the request is in good faith.
Ballots after the meeting
After an association meeting, and not before, condominium owners may examine the proxies, tally sheets, ballots, check-in lists and certificate of election if they ask within thirty days. Those documents may be destroyed ninety days after the meeting, unless an election is contested, in which case they are kept until it is resolved.
Audit before the meeting
A condominium has an annual audit and at least one unannounced verification of its cash balance by a public accountant each year, which an association of fewer than twenty units may waive by a majority of owners. The board makes the audit available to each owner at least thirty days before the annual meeting, though it need not send one to an owner whose proxy form did not ask for it. If it is not finished, owners get an unaudited year-end statement by then and the audit no later than six months after the meeting.
Kept on the island
Condominium records are stored on the island where the project is. A managing agent may dispose of an association’s records more than five years old, and tax records after seven years, after first giving the board written notice with an itemized list and sixty days to retrieve them.
Planned community minutes
A planned community makes its most current financial statement and the latest board minutes, other than executive sessions, available to any member at no cost. Approved board minutes for the current and prior year are open for examination or sent within a reasonable time of a request, and are kept for at least five years. Board minutes record the vote of each director present on every motion outside executive session.
Planned community: sixty days
A member may ask the board in writing to examine other association documents, and the board gives a written yes, or a written no with its reasons, within sixty calendar days. Records may be withheld to the extent they concern personnel, an individual’s medical records, transactions still in negotiation, privileged communications, complaints against an individual member, records whose release could break a law, or similar records.
Planned community ballots
Members may view the proxies, tally sheets, ballots, check-in lists and certificates of election for thirty days after an association meeting, and may be charged the cost. After those thirty days the proxies and ballots may be destroyed.
PROXIES AND QUORUM
Proxies and quorum in Hawaii
Nonprofit default quorum
For an association incorporated under the nonprofit act, ten per cent of the votes entitled to be cast on a matter is the quorum for it, unless the act, the articles or the bylaws set a higher or lower one. Unless one-third of the voting power is present in person or by proxy, an annual or regular meeting may vote only on matters described in its notice.
Two business days ahead
A meeting proxy in either act covers one meeting and its adjournments. It reaches the secretary or managing agent by 4:30 p.m. on the second business day before the meeting, and it names the association, the meeting date and the units, carries the printed names and signatures of the owners giving it, and shows the date it was given.
Unmarked means quorum only
An association’s standard proxy form carries four boxes: quorum purposes only, a named individual, the board as a whole, or the directors present in equal shares. A form returned with no box checked, or with more than one, counts toward the quorum and nothing else.
Managing agents and proxies
A managing agent or resident manager, and their employees, may not solicit proxies for their own use from the owners of an association they serve. They may cast a proxy at an association meeting only to establish a quorum.
Twenty-one days posted first
A board that will use association money to send out proxies, in a planned community proxies that include a board election, first posts its intent in prominent places at least twenty-one days before it sends them. An owner who answers within seven days with a statement has it mailed to every owner with the proxy form. A planned community board that will not send proxies still posts its intent to send the meeting notice twenty-one days before it does.
Owners can call one
Twenty-five per cent of condominium owners may petition the secretary or managing agent for a special meeting, and the petition is valid only if submitted within one hundred twenty days of its first signature. If the notices are not sent within fourteen days of receiving it, the petitioners set the meeting and send the notices at the association’s expense. The meeting is set no later than sixty days from receipt.
REMOTE MEETINGS
Meeting by phone or screen in Hawaii
Condominium owners, when authorized
Whatever the declaration or bylaws say, a condominium board may authorize electronic meetings, electronic voting and mail voting during a declared state of emergency, for a meeting noticed during one and held within sixty days of that notice, under a special meeting rule the owners adopted, with owner approval given three to eighteen months ahead, or where the governing documents allow it. The association takes reasonable steps to verify that each voter is a member or a member’s proxy. A meeting everyone attends electronically does not have to be held at the project or elsewhere in the State.
Condominium board by phone
Unless the declaration or bylaws say otherwise, a condominium board may meet by any means through which all participating directors hear each other at the same time, and a director who joins that way is present in person. The board may let owners join the same way and may ask them to pay what it costs.
Planned community owners online
Whatever the association documents say, a planned community may hold an annual, regular or special meeting remotely under the nonprofit act. If the board authorizes it, members or their proxies join by internet, teleconference or similar means that let them follow the proceedings as they happen, vote, ask questions and comment. They count as present in person, and the association takes reasonable steps to verify each one.
Nonprofit board by phone
Unless the articles or bylaws say otherwise, the board of an incorporated association may let directors join, or hold the whole meeting, by any means through which all participating directors hear each other at the same time. A director who joins that way is present in person.
NEXT
What to do with this.
This page adds what the election page does not: The seventy-two hour posted notice for a condominium board, the open meeting and executive session rules in both acts, the deadlines for minutes, the thirty-day and sixty-day records clocks with the $1 a page copy cap, and the audit owed before the annual meeting. The ballot rules for Hawaii stay where they already are, on vote.direct, and that page is linked below.
Reading a statute is not the same as running a meeting. Start free in a few minutes, or send us your owner list and we set your community up with you on the phone, in one sitting. Call or text (512) 222-8191.
THE OTHER STATES
Meeting rules we have read elsewhere.
Same treatment on each: a primary source per fact, a link per citation, and the date the reading happened.
Arizona
Annual meeting notice: 10 to 50 days
California
Annual meeting notice: 10 to 90 days
Colorado
Annual meeting notice: 10 to 50 days
Florida
Annual meeting notice: At least 14 days
Nevada
Annual meeting notice: 15 to 60 days
Texas
Annual meeting notice: 10 to 60 days
Maryland
Annual meeting notice: No day count in the statute
Washington
Annual meeting notice: 14 to 50 days
Virginia
Annual meeting notice: At least 14 days
New York
Annual meeting notice: 10 to 50 days
North Carolina
Annual meeting notice: 10 to 60 days
Pennsylvania
Annual meeting notice: 10 to 60 days
Michigan
Annual meeting notice: 10 to 60 days
South Carolina
Annual meeting notice: 10 to 60 days
Connecticut
Annual meeting notice: 10 to 60 days
Idaho
Annual meeting notice: 10 to 60 days
Wisconsin
Annual meeting notice: At least 10 days
Illinois
Annual meeting notice: 10 to 30 days
New Jersey
Annual meeting notice: 10 to 60 days
Oregon
Annual meeting notice: 10 to 50 days
New Hampshire
Annual meeting notice: At least 21 days
Delaware
Annual meeting notice: 10 to 60 days
QUESTIONS
Hawaii board questions, answered
How much notice does a Hawaii association have to give for the annual meeting?
The secretary, or another officer your bylaws name, sends the notice no less than fourteen days before the meeting. It gives the date, time and place and the agenda items, including the general nature and rationale of any proposed amendment to the declaration or bylaws and any proposal to remove a director. This section sets no earliest date. The association meets at least once a year. For a meeting on Dec 1, 2026, that puts the notice by Nov 17, 2026. That is arithmetic on the statute, not a ruling on your meeting. HRS §514B-121(a), (d). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Are Hawaii HOA board meetings open to homeowners?
Every condominium board meeting outside executive session is open to all members of the association. Owners who are not directors may take part in the deliberation and discussion under owner participation rules the board adopts. If the board adopts or amends such rules, it tells every owner, and it may post them on an association website. HRS §514B-125(a), (b). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How much notice does a Hawaii board meeting need?
A condominium counts board meeting notice in hours, not days. The notice is posted seventy-two hours before the meeting, or at the same time the directors are notified, and it lists the business items expected on the agenda. The board meets at least once a year. HRS §514B-125(e). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How fast does a Hawaii association have to answer a records request?
Whatever the declaration, bylaws or house rules say, the condominium records the act lists are provided no later than thirty days after an owner’s written request, unless a shorter time applies. Approved board minutes are either open to examination at no cost or on twenty-four-hour loan, or sent within fifteen days of a request. For any other document you ask for in writing, the board gives a written yes, or a written no with its reasons, within thirty calendar days. HRS §514B-154.5(a)(9), (a)(14), (c). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Can a Hawaii association hold its meeting online?
Whatever the declaration or bylaws say, a condominium board may authorize electronic meetings, electronic voting and mail voting during a declared state of emergency, for a meeting noticed during one and held within sixty days of that notice, under a special meeting rule the owners adopted, with owner approval given three to eighteen months ahead, or where the governing documents allow it. The association takes reasonable steps to verify that each voter is a member or a member’s proxy. A meeting everyone attends electronically does not have to be held at the project or elsewhere in the State. HRS §514B-121(e), (f). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Do proxies count toward a quorum in Hawaii?
For an association incorporated under the nonprofit act, ten per cent of the votes entitled to be cast on a matter is the quorum for it, unless the act, the articles or the bylaws set a higher or lower one. Unless one-third of the voting power is present in person or by proxy, an annual or regular meeting may vote only on matters described in its notice. HRS §414D-111(a), (d). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Does governance.center tell us our Hawaii meeting was properly noticed?
No, and it never will. We show you the statute, the date the arithmetic produces and the section it came from, so your board and your attorney can check our work. Your bylaws may set a longer period than the state does, and where they do, the bylaws govern. We never tell a board that it is compliant.
Our reading, to support your review, not legal advice.
Confirm with your attorney before the board acts.
Your bylaws may ask for a longer period than the state does, and where they do, the bylaws govern. We never tell a board that it is compliant. If something here does not match what your attorney reads, call (512) 222-8191 and tell us. We will correct it.