MEETING RULES: OREGON
Oregon meeting rules,
between elections.
Oregon writes matching meeting rules into its Planned Community Act and its Condominium Act: 10 to 50 days of notice for an owners meeting, board meetings open to owners, and four grounds for an executive session whose decisions take effect only on an open vote.
Where most homes are principal residences, board meeting notice is posted at least three days ahead or sent another reasonable way, and both acts keep minutes as long as the nonprofit corporation law does, which is permanently.
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 Oregon
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.
Homeowners association
Oregon Planned Community Act (ORS 94.550 to 94.783)
| Notice | The rule | Section |
|---|---|---|
| Annual or special meeting | 10 to 50 days beforeThe association holds at least one owners meeting each calendar year. Not less than 10 or more than 50 days before any owners meeting, the secretary or another officer your bylaws name has the notice hand delivered or mailed. It gives the date, time and place and the agenda, including the general nature of any proposed amendment to the declaration or bylaws, any budget changes, and any proposal to remove a director or an officer the owners elect. In a Class I or Class II planned community created before January 1, 2002, outside the act, this section applies to the extent it is consistent with your governing documents.How it travels: Hand delivered or mailed to each owner’s mailing address or the one the owner designated in writing, and to every mortgagee that asked for it. At the board’s discretion it may go by email, fax or another electronic method instead, unless the owner has declined that. | ORS 94.650 (1), (4), (5); 94.652 (1), (3); 94.572 (1) |
Condominium
Oregon Condominium Act (ORS chapter 100)
| Notice | The rule | Section |
|---|---|---|
| Annual or special meeting | 10 to 50 days beforeThe association of unit owners meets at least once each calendar year. The window for the notice is not less than 10 nor more than 50 days before the meeting, and the secretary or another officer your bylaws name sends it. Along with the date, time and place, the notice lists the agenda: the general nature of any proposed amendment to the declaration or bylaws, any budget changes, and any proposal to remove a director or an owner-elected officer.How it travels: Hand delivered or mailed to each unit owner’s mailing address or the one the owner designated in writing, and to every mortgagee that asked for it. At the board’s discretion it may go by email, fax or another electronic method the board accepts, unless the owner has declined that. | ORS 100.407 (1), (4); 100.423 (1), (3) |
Worked example: a meeting on Dec 1, 2026
- Homeowners association, annual or special meeting: for a meeting on Dec 1, 2026, notice goes out between Oct 12 and Nov 21, 2026.
- Condominium, annual or special meeting: 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.
Now yours: when is your meeting?
Type the date and see the days your notice can go out under the Oregon sections above. Nothing you type leaves this page.
BOARD MEETINGS
Board meetings in Oregon
Open to owners
Under both acts every board meeting is open to owners’ attendance, except an executive session. Attending is not the same as speaking: an owner may take part only as the governing documents or the board allow. A meeting is any gathering of a quorum of the board at which association business is discussed, other than one to take part in litigation, mediation or arbitration, and the rules may not be dodged by chance or social meetings.
Four executive session grounds
The board may close a meeting to owners only to consult legal counsel or to consider personnel matters, contract negotiations with third parties, or the collection of unpaid assessments. Except in an emergency, it first votes in an open meeting, and the presiding officer states the general nature of the action to be considered and, as precisely as possible, when and how the deliberations can be disclosed. That statement or motion goes in the minutes.
Decisions return to open
A contract or action the board considered in executive session does not take effect until the board reconvenes in an open meeting and votes to approve it, and the vote goes in the minutes. In a condominium the action also has to be reasonably identified in that open meeting.
Each director’s vote recorded
When the board acts, the minutes record the vote or abstention of each director present. A director who is present is presumed to have agreed unless the director voted against or abstained over a claimed conflict of interest. Directors may not vote by proxy or by secret ballot, although officers may be elected by secret ballot.
Robert’s Rules by default
Unless the declaration, the bylaws or a resolution of the association or board requires other rules, owners meetings and board meetings follow the latest edition of Robert’s Rules of Order. A decision cannot be challenged for using the wrong rules unless someone entitled to be heard was refused and objected at that meeting. One year after a decision, procedural errors under the rules no longer affect it unless the error shows on the face of a written instrument recording it.
Homeowners association
Oregon Planned Community Act (ORS 94.550 to 94.783)
| Notice | The rule | Section |
|---|---|---|
| Board meeting | At least 3 days beforeIn a planned community where most lots are the occupants’ principal residences, notice of a board meeting other than an emergency meeting is posted on the property at least three days before it. The other route is any method reasonably calculated to inform owners, email included, and for that route the act states no day count. Either way the notice states whether the meeting may or must be attended electronically and how owners can attend. Where most lots are not principal residences, this section sets no notice period and your bylaws govern.How it travels: Posted at one or more places on the property, or by another method reasonably calculated to inform owners, electronic notice included. | ORS 94.644 (6) |
Condominium
Oregon Condominium Act (ORS chapter 100)
| Notice | The rule | Section |
|---|---|---|
| Board meeting | At least 3 days beforeWhere most units are the occupants’ principal residences, notice of any board meeting that is not an emergency is posted on the property at least three days ahead. A board may instead use another method reasonably calculated to reach unit owners, including electronic notice, for which the act gives no number of days. The notice also says whether electronic attendance is allowed or required and how unit owners can attend. In a condominium where most units are not principal residences, this section sets no notice period and your bylaws govern.How it travels: Posted at one or more places on the property, or by another method reasonably calculated to inform unit owners, electronic notice included. | ORS 100.420 (6) |
Incorporated association
Oregon Nonprofit Corporation Law (ORS chapter 65)
| Notice | The rule | Section |
|---|---|---|
| Special board meeting | At least 2 days beforeUnless the articles or bylaws set a longer or shorter period, a nonprofit corporation gives each director at least two days of notice of the date, time and place of a special board meeting, and the notice need not describe its purpose. Unless the articles, the bylaws or the law say otherwise, a regular meeting needs no additional notice. The presiding officer, the president or 20 percent of the directors in office may call and notice a board meeting. | ORS 65.344 (1), (2), (3) |
MINUTES AND RECORDS
Minutes and records in Oregon
Minutes kept permanently
Each act has the association keep its records within Oregon for at least the period the nonprofit corporation law sets for that record, or any other applicable law. That law keeps the minutes of every members meeting and board meeting as permanent records, along with actions taken without a meeting.
Ballots kept one year
Proxies and ballots are kept for one year from the day the vote is determined. Those on an amendment to the declaration, the bylaws or another governing document are kept for one year from the day the amendment takes effect, or in a condominium from the day it is recorded.
Ten business days
The association keeps copies ready of the declaration and bylaws with their amendments, the plat if feasible, the rules in effect, the latest annual financial statement, the current operating budget, any reserve study and any architectural standards. Ask in writing and you get them within 10 business days. A written request for a statement of your unpaid assessments, interest and late charges is also answered within 10 business days, unless the association has sued you and the case is pending.
Everything else, reasonably available
All other association records are reasonably available for an owner or a mortgagee to examine, and to copy on written request, when the request is in good faith and for a proper purpose. The act sets no day count for that. By resolution the board may set reasonable rules on when, where and how often records are examined, and a reasonable copy fee that may include personnel costs.
What may be withheld
Records may be withheld to the extent they concern personnel matters about an identified person or anyone’s medical records, contracts and transactions still under negotiation, legal advice on those matters or on litigation or criminal matters, information whose disclosure would break the law, material prepared for or considered in a proper executive session, and individual owners’ files other than the requester’s.
Financial statement, ninety days
Within 90 days after the fiscal year ends, the board prepares a balance sheet and an income and expense statement for that year and gives every owner a copy. An association with annual assessments above $75,000 has it reviewed by an independent Oregon CPA within 300 days of year end, unless at least 60 percent of the owners, not counting the declarant, vote that year to skip the review. At $75,000 or less, the review follows a petition signed by a majority of owners.
Budget summary, thirty days
The board adopts a budget at least once a year, including the money allocated to the reserve account. Within 30 days of adopting it, the board gives all owners a summary. If no budget is adopted, the last one stays in effect.
PROXIES AND QUORUM
Proxies and quorum in Oregon
Twenty percent by default
A meeting of the association has a quorum when persons entitled to cast 20 percent of the votes are there, unless the governing documents ask for more. In a planned community either the declaration or the bylaws may raise it, and in a condominium the bylaws. A person holding a proxy, and an absentee ballot where those are allowed, each count as an owner present.
When quorum fails
If the meeting cannot organize for lack of a quorum, the owners present in person or by proxy may adjourn it until one is present. The next meeting needs the greater of half the quorum in your documents or 20 percent of the votes. That lower figure applies only if the meeting was adjourned to a date at least 48 hours after the original meeting was called, or the original notice said the quorum would drop and to what.
Proxies last a year
Unless the governing documents or the act provide otherwise, an owner may vote by proxy. The proxy is dated and signed, is void if undated or if it claims to be revocable without notice, and ends one year after its date unless it names a shorter term. The board may not insist on its own form, a faxed or emailed copy is valid, and the owner revokes it only by actual notice to whoever presides, or to the board for a written ballot in place of a meeting.
Owners can call one
Your bylaws set the share of owners who may require a special meeting, and it may be no more than 50 percent or less than 10 percent. If the bylaws are silent, a written request from 30 percent or more of the owners requires one. If notice has not gone out within 30 days of the request reaching the president or secretary, an owner who signed it may set the date, time and place and give the notice.
REMOTE MEETINGS
Meeting by phone or screen in Oregon
Owners meetings online
An owners meeting, special meetings included, may be held as an electronic meeting if every participating owner can hear the others at the same time and communicate during it, there is a way to verify that each participant is an owner or otherwise authorized, and owners can reach the material they need to take part or vote. Anyone who joins that way is present for all purposes.
Board meetings online
A board meeting may be electronic if the directors can hear and talk to each other at the same time and have the materials they need, and everyone attending can hear every participating director. Its notice states whether electronic attendance is allowed or required, the means used, and how owners attend by telephone and, where offered, by internet or at a physical location. Anyone who joins that way counts as present.
NEXT
What to do with this.
This page adds what the election page does not: The three-day posted notice for board meetings, the executive session grounds and the open vote that has to follow, the permanent minutes rule, the ten business day document clock, the ninety-day financial statement and the conditions for meeting electronically. The ballot rules for Oregon 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
Hawaii
Annual meeting notice: At least 14 days
New Hampshire
Annual meeting notice: At least 21 days
Delaware
Annual meeting notice: 10 to 60 days
QUESTIONS
Oregon board questions, answered
How much notice does a Oregon association have to give for the annual meeting?
The association holds at least one owners meeting each calendar year. Not less than 10 or more than 50 days before any owners meeting, the secretary or another officer your bylaws name has the notice hand delivered or mailed. It gives the date, time and place and the agenda, including the general nature of any proposed amendment to the declaration or bylaws, any budget changes, and any proposal to remove a director or an officer the owners elect. In a Class I or Class II planned community created before January 1, 2002, outside the act, this section applies to the extent it is consistent with your governing documents. 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. ORS 94.650 (1), (4), (5); 94.652 (1), (3); 94.572 (1). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Are Oregon HOA board meetings open to homeowners?
Under both acts every board meeting is open to owners’ attendance, except an executive session. Attending is not the same as speaking: an owner may take part only as the governing documents or the board allow. A meeting is any gathering of a quorum of the board at which association business is discussed, other than one to take part in litigation, mediation or arbitration, and the rules may not be dodged by chance or social meetings. ORS 94.644 (1), (3), (7); 100.420 (1), (3), (7). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How much notice does a Oregon board meeting need?
In a planned community where most lots are the occupants’ principal residences, notice of a board meeting other than an emergency meeting is posted on the property at least three days before it. The other route is any method reasonably calculated to inform owners, email included, and for that route the act states no day count. Either way the notice states whether the meeting may or must be attended electronically and how owners can attend. Where most lots are not principal residences, this section sets no notice period and your bylaws govern. ORS 94.644 (6). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How fast does a Oregon association have to answer a records request?
The association keeps copies ready of the declaration and bylaws with their amendments, the plat if feasible, the rules in effect, the latest annual financial statement, the current operating budget, any reserve study and any architectural standards. Ask in writing and you get them within 10 business days. A written request for a statement of your unpaid assessments, interest and late charges is also answered within 10 business days, unless the association has sued you and the case is pending. ORS 94.670 (8), (10), (11); 100.480 (8), (10), (11). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How long does a Oregon association have to keep its records?
Each act has the association keep its records within Oregon for at least the period the nonprofit corporation law sets for that record, or any other applicable law. That law keeps the minutes of every members meeting and board meeting as permanent records, along with actions taken without a meeting. ORS 94.670 (1); 100.480 (1); 65.771 (1). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Can a Oregon association hold its meeting online?
An owners meeting, special meetings included, may be held as an electronic meeting if every participating owner can hear the others at the same time and communicate during it, there is a way to verify that each participant is an owner or otherwise authorized, and owners can reach the material they need to take part or vote. Anyone who joins that way is present for all purposes. ORS 94.650 (7), (8); 100.407 (6), (7). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Do proxies count toward a quorum in Oregon?
A meeting of the association has a quorum when persons entitled to cast 20 percent of the votes are there, unless the governing documents ask for more. In a planned community either the declaration or the bylaws may raise it, and in a condominium the bylaws. A person holding a proxy, and an absentee ballot where those are allowed, each count as an owner present. ORS 94.655 (1), (5); 94.660 (3)(c); 100.408 (1), (5). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Does governance.center tell us our Oregon 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.