MEETING RULES: NEW YORK
New York meeting rules,
between elections.
An incorporated New York homeowners association takes its meeting rules from the Not-for-Profit Corporation Law: written notice not less than ten nor more than fifty days before a members meeting, and a majority quorum unless the bylaws lower it.
A condominium board of managers has a duty of its own in the Condominium Act: books of receipts and expenditures open to unit owners on weekdays, and a written report to every owner at least once a year.
Our reading, to support your review, not legal advice.
Confirm with your attorney before the board acts.
Reviewed on Oct 12, 2026
Read at a republisher that prints the section text and names the legislature page it came from, because the state does not serve these pages to an automated reader. Confirm at the legislature before your board relies on it.
NOTICE
Notice for the annual meeting in New York
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.
Incorporated homeowners association
New York Not-for-Profit Corporation Law
| Notice | The rule | Section |
|---|---|---|
| Meeting of the members | 10 to 50 days beforeWritten notice states the place, date and hour of the meeting and, unless it is the annual meeting, says who is calling it. Notice of a special meeting also states the purpose. Given personally, by first class mail, by fax or by email, it goes to each member entitled to vote not less than ten nor more than fifty days before the meeting. Electronic notice stops counting for a member once two consecutive notices to that member cannot be delivered.How it travels: Personally, by first class mail, by fax or by email. Any other class of mail moves the window to not less than thirty nor more than sixty days. | N.Y. Not-for-Profit Corp. Law §605(a) |
Worked example: a meeting on Dec 1, 2026
- Meeting of the members: for a meeting on Dec 1, 2026, notice goes out between Oct 12 and Nov 21, 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.
BOARD MEETINGS
Board meetings in New York
Open to members: your bylaws
The sections on board meetings cover notice, action without a meeting and remote participation. They say nothing about members attending a board meeting, so that is a question for your bylaws.
Acting without a meeting
Unless the certificate of incorporation or the bylaws restrict it, the board or a committee may act without a meeting if all of its members consent, in writing or electronically, to a resolution authorizing the action. The resolution and the consents are filed with the minutes.
Attending without protest waives notice
Notice does not have to be given to a director who submits a waiver, before or after the meeting, or who attends without protesting the lack of notice before the meeting or at its start. A waiver may be written or sent by email.
Incorporated association
New York Not-for-Profit Corporation Law
| Notice | The rule | Section |
|---|---|---|
| Board meeting | No day count in the statuteThe law counts no days. Unless the bylaws provide otherwise, a regular board meeting may be held without notice if its time and place are fixed by the bylaws or the board. A special meeting is held on notice to the directors, and the bylaws may say what counts as notice. The notice does not have to state the purpose unless the bylaws require it. | N.Y. Not-for-Profit Corp. Law §711(a), (b) |
MINUTES AND RECORDS
Minutes and records in New York
Five days of written demand
A person who has been a member of record for at least six months may, on at least five days of written demand, examine the minutes of the members’ proceedings and the list of members during usual business hours and make extracts from them. The corporation may refuse a member who will not give an affidavit that the inspection is not for an outside business purpose and that the member has not sold a membership list in the past five years.
Books, minutes and the member list
Every corporation has at its office correct and complete books and records of account, minutes of the proceedings of its members, its board and any executive committee, and a list of members with their names and addresses. They may be in writing or in any form that can be converted to writing within a reasonable time.
Condominium books
In a condominium, the manager or the board of managers maintains detailed, accurate records, in chronological order, of the receipts and expenditures arising from the operation of the property. Those records and the vouchers authorizing the payments are available for unit owners to examine at convenient hours of weekdays, and the board renders a written report summarizing them to all unit owners at least once a year.
PROXIES AND QUORUM
Proxies and quorum in New York
A majority, unless the bylaws lower it
Members entitled to cast a majority of the total votes are a quorum at a meeting of members. The certificate of incorporation or the bylaws may set a lesser quorum, but not below the members entitled to cast one hundred votes or one-tenth of the total votes, whichever is lesser. The members present may adjourn the meeting even without a quorum.
When a quorum cannot be reached
Where it has proved impractical or impossible to obtain a quorum, a director, officer or member may petition the supreme court, on notice to the attorney general, and the court may dispense with the quorum requirement. The petition sets out the reasonable efforts the corporation made, including how it gave notice of its earlier meetings.
A proxy lasts eleven months
Except as the certificate of incorporation or the bylaws otherwise provide, every member entitled to vote may authorize another person to act by proxy. No proxy is valid after eleven months from its date unless the proxy itself provides otherwise, and the member may revoke it at will. A member may not sell a vote or issue a proxy for money or anything of value.
REMOTE MEETINGS
Meeting by phone or screen in New York
Members, partly or wholly online
Unless the certificate of incorporation or the bylaws restrict it, the board may decide in its sole discretion that a meeting of members is held partially or solely by electronic communication. When a meeting is held solely that way, the electronic service or platform is the place of the meeting, and the meeting follows the guidelines and procedures the board adopts.
Directors by phone or video
Unless the certificate of incorporation or the bylaws restrict it, a director who is not physically present may take part in a board or committee meeting by conference telephone, similar equipment or electronic video screen communication. That counts as presence in person as long as everyone taking part can hear each other at the same time and each director can take part in everything before the board, including proposing, objecting to and voting on an action.
NEXT
What to do with this.
This page adds what the election page does not: The ten to fifty day notice window, the floor on a lowered quorum, the court petition when a quorum cannot be reached, the five-day records demand and the condominium board’s weekday duty to open its books. The ballot rules for New York 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. Send us your roster and we set your community up 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
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
QUESTIONS
New York board questions, answered
How much notice does a New York association have to give for the annual meeting?
Written notice states the place, date and hour of the meeting and, unless it is the annual meeting, says who is calling it. Notice of a special meeting also states the purpose. Given personally, by first class mail, by fax or by email, it goes to each member entitled to vote not less than ten nor more than fifty days before the meeting. Electronic notice stops counting for a member once two consecutive notices to that member cannot be delivered. For a meeting on Dec 1, 2026, that puts the notice between oct 12 and nov 21, 2026. That is arithmetic on the statute, not a ruling on your meeting. N.Y. Not-for-Profit Corp. Law §605(a). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Are New York HOA board meetings open to homeowners?
The sections on board meetings cover notice, action without a meeting and remote participation. They say nothing about members attending a board meeting, so that is a question for your bylaws. N.Y. Not-for-Profit Corp. Law §708; §711. Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How much notice does a New York board meeting need?
The law counts no days. Unless the bylaws provide otherwise, a regular board meeting may be held without notice if its time and place are fixed by the bylaws or the board. A special meeting is held on notice to the directors, and the bylaws may say what counts as notice. The notice does not have to state the purpose unless the bylaws require it. N.Y. Not-for-Profit Corp. Law §711(a), (b). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How fast does a New York association have to answer a records request?
A person who has been a member of record for at least six months may, on at least five days of written demand, examine the minutes of the members’ proceedings and the list of members during usual business hours and make extracts from them. The corporation may refuse a member who will not give an affidavit that the inspection is not for an outside business purpose and that the member has not sold a membership list in the past five years. N.Y. Not-for-Profit Corp. Law §621(b), (c). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Can a New York association hold its meeting online?
Unless the certificate of incorporation or the bylaws restrict it, the board may decide in its sole discretion that a meeting of members is held partially or solely by electronic communication. When a meeting is held solely that way, the electronic service or platform is the place of the meeting, and the meeting follows the guidelines and procedures the board adopts. N.Y. Not-for-Profit Corp. Law §603(a). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Do proxies count toward a quorum in New York?
Members entitled to cast a majority of the total votes are a quorum at a meeting of members. The certificate of incorporation or the bylaws may set a lesser quorum, but not below the members entitled to cast one hundred votes or one-tenth of the total votes, whichever is lesser. The members present may adjourn the meeting even without a quorum. N.Y. Not-for-Profit Corp. Law §608(a), (b), (d). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Does governance.center tell us our New York 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.