MEETING RULES: PENNSYLVANIA
Pennsylvania meeting rules,
between elections.
Pennsylvania gives one notice window for every meeting of the association, annual or special: no fewer than 10 days and no more than 60.
Act 115 of 2022 rewrote parts of the planned community act’s meeting, quorum and voting sections, so bylaws written before 2023 are worth reading against the current text.
Our reading, to support your review, not legal advice.
Confirm with your attorney before the board acts.
Reviewed on Oct 12, 2026
NOTICE
Notice for the annual meeting in Pennsylvania
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.
Planned community
Pennsylvania Uniform Planned Community Act
| Notice | The rule | Section |
|---|---|---|
| Any meeting of the association | 10 to 60 days beforeThe bylaws name the officer who sends notice no fewer than 10 and no more than 60 days before any meeting of the association. The notice states the time and place and the items on the agenda, including the general nature of any proposed amendment to the declaration or bylaws, any budget or assessment changes, and any proposal to remove a director or officer where the owners have to approve it.How it travels: Hand delivered or sent prepaid by United States mail to the unit’s mailing address or another the owner designated in writing. Electronic means where the owner agreed in writing or the bylaws permit electronic notices. | 68 Pa.C.S. §5308(a) |
Condominium
Pennsylvania Uniform Condominium Act
| Notice | The rule | Section |
|---|---|---|
| Any meeting of the association | 10 to 60 days beforeThe condominium act sets the same window in its own section, with the same agenda contents: proposed amendments, budget or assessment changes, and any removal of an executive board member or officer that the owners have to approve.How it travels: Hand delivered or sent prepaid by United States mail to the unit’s mailing address or another the owner designated in writing. Electronic means where the owner agreed in writing or the bylaws permit electronic notices. | 68 Pa.C.S. §3308(a) |
Worked example: a meeting on Dec 1, 2026
- Planned community, any meeting of the association: for a meeting on Dec 1, 2026, notice goes out between Oct 2 and Nov 21, 2026.
- Condominium, any meeting of the association: for a meeting on Dec 1, 2026, notice goes out between Oct 2 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 Pennsylvania
Open to owners: your bylaws
The meetings section of each act covers meetings of the association and how a person joins an executive board meeting remotely. It sets no rule that executive board meetings be open to unit owners, so whether owners may sit in is a question your bylaws answer.
Board quorum
Unless the bylaws set a larger share, an executive board has a quorum for the whole meeting when persons entitled to cast 50% of the votes on the board are present at the beginning.
A session to meet the candidates
The bylaws must require that when there are more candidates than open seats on the executive board, and one or more of the candidates ask, the association holds a special session at least seven days before the election so the unit owners can meet each candidate. Every candidate gets equal time to address the owners.
Recording a meeting
Unless the bylaws say otherwise, the executive board may record a meeting of the association by audio or video, provided the presiding officer announces at the start that it will be recorded. In a planned community the recording is maintained and available to unit owners for at least six months after the meeting.
MINUTES AND RECORDS
Minutes and records in Pennsylvania
30 days for the financial statements
A planned community with more than 12 units, or one still subject to conversion or expansion rights, prepares annual financial statements within 180 days after its fiscal year closes: at least a balance sheet and a statement of revenues and expenses. A unit owner who asks in writing is entitled to a copy within 30 days, with the independent accountant’s report where there is one.
Open to every unit owner
All financial and other records have to be made reasonably available for examination by any unit owner and the owner’s authorized agents. The association keeps financial records detailed enough to produce a resale certificate.
What a copy costs
For records other than the financial statement, a planned community association may charge a fee no greater than the cost of producing the copies.
If the records are refused
If a planned community association does not provide the financial statements within 30 days of a written request, or does not make the supporting financial records reasonably available, the unit owner may file a complaint with the Bureau of Consumer Protection in the Office of Attorney General.
PROXIES AND QUORUM
Proxies and quorum in Pennsylvania
Proxies count, and so do ballots
Unless the bylaws provide otherwise, a meeting of the association has a quorum for its whole length if persons entitled to cast 20% of the votes that may be cast for election of the executive board are present in person or by proxy at the beginning. The bylaws may set a larger share, or a smaller one not under 10%. An absentee or electronic ballot may be counted as a unit owner present and voting to establish the quorum, and otherwise only for the agenda items that appear on the ballot.
After two failed quorums
If the association fails to reach a quorum at two subsequent meetings, it may use the nonprofit corporation quorum rule at 15 Pa.C.S. §5756(b) to meet the requirement, unless the declaration or bylaws provide otherwise.
A proxy lasts a year
A proxy is void if it is undated or claims to be revocable without notice. It ends one year after its date unless it names a shorter term, and the owner revokes it only by actual notice to the person presiding over the meeting.
Voting in the room beats the ballot
An absentee or electronic ballot is not counted, even if it was properly delivered, when the unit owner attends the meeting to vote in person. The vote cast at the meeting supersedes the ballot for that agenda item.
REMOTE MEETINGS
Meeting by phone or screen in Pennsylvania
Remote attendance is attendance
Unless the bylaws provide otherwise, an individual may take part in a meeting of the executive board or of the association by conference telephone or other remote electronic technology, including the Internet, that lets the participants hear each other. Taking part that way counts as attending in person.
Notice of a virtual meeting
The bylaws must require that notice of a virtual meeting of the association go by first class or express mail or courier to the unit’s mailing address, or by fax, email or other electronic communication where the owner agreed in writing or the bylaws expressly permit it. Mailed notice is given when it is deposited, and electronic notice when it is sent.
NEXT
What to do with this.
This page adds what the election page does not: The 10 to 60 day window for every association meeting, remote attendance, the six-month rule for recordings, the candidates’ session before a contested election and the 30-day right to the financial statements. The ballot rules for Pennsylvania 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
New York
Annual meeting notice: 10 to 50 days
North Carolina
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
Pennsylvania board questions, answered
How much notice does a Pennsylvania association have to give for the annual meeting?
The bylaws name the officer who sends notice no fewer than 10 and no more than 60 days before any meeting of the association. The notice states the time and place and the items on the agenda, including the general nature of any proposed amendment to the declaration or bylaws, any budget or assessment changes, and any proposal to remove a director or officer where the owners have to approve it. For a meeting on Dec 1, 2026, that puts the notice between oct 2 and nov 21, 2026. That is arithmetic on the statute, not a ruling on your meeting. 68 Pa.C.S. §5308(a). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Are Pennsylvania HOA board meetings open to homeowners?
The meetings section of each act covers meetings of the association and how a person joins an executive board meeting remotely. It sets no rule that executive board meetings be open to unit owners, so whether owners may sit in is a question your bylaws answer. 68 Pa.C.S. §5308; §3308. Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
How fast does a Pennsylvania association have to answer a records request?
A planned community with more than 12 units, or one still subject to conversion or expansion rights, prepares annual financial statements within 180 days after its fiscal year closes: at least a balance sheet and a statement of revenues and expenses. A unit owner who asks in writing is entitled to a copy within 30 days, with the independent accountant’s report where there is one. 68 Pa.C.S. §5316(b). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Can a Pennsylvania association hold its meeting online?
Unless the bylaws provide otherwise, an individual may take part in a meeting of the executive board or of the association by conference telephone or other remote electronic technology, including the Internet, that lets the participants hear each other. Taking part that way counts as attending in person. 68 Pa.C.S. §5308(c); §3308(c). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Do proxies count toward a quorum in Pennsylvania?
Unless the bylaws provide otherwise, a meeting of the association has a quorum for its whole length if persons entitled to cast 20% of the votes that may be cast for election of the executive board are present in person or by proxy at the beginning. The bylaws may set a larger share, or a smaller one not under 10%. An absentee or electronic ballot may be counted as a unit owner present and voting to establish the quorum, and otherwise only for the agenda items that appear on the ballot. 68 Pa.C.S. §5309(a); §5310(e). Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts.
Does governance.center tell us our Pennsylvania 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.