Open Meeting Requirements for Homeowner Associations : Understanding Texas Property Code Section 209.0051
Does your homeowner association make major decisions without any input or accountability being held? Can the Board of Directors make such decisions during a closed executive session?
In Texas, homeowner associations (HOAs) play a significant role in managing and maintaining residential communities. One of the key legal requirements that govern HOAs is Texas Property Code Section 209.0051, which outlines the open meeting requirements that associations must follow. Understanding these rules is essential for both HOA board members and homeowners to ensure transparency and compliance with state law.
What is Texas Property Code Section 209.0051?
Texas Property Code Section 209.0051 is a provision within the Texas Residential Property Owners Protection Act that mandates open meeting requirements for HOAs governing subdivisions. This law is designed to promote transparency and homeowner participation in association decisions.
Key Open Meeting Requirements
Board Meetings Must Be Open to Homeowners
HOA board meetings must generally be open to all homeowners, allowing them to observe discussions and decisions that affect the community. This requirement ensures transparency and fosters homeowner engagement.
Notice Requirements
HOAs must provide homeowners with advance written notice of board meetings. The notice must include the date, time, location, and general subject matter of the meeting. Notices should be provided at least 144 hours (six days) in advance for regular board meetings and at least 72 hours (three days) in advance for special meetings.
Matters Requiring an Open Meeting
HOAs must hold open meetings for discussions and decisions related to:
- Adoption or amendment of homeowner association rules, bylaws, or regulations
- Approval of the annual budget and financial expenditures
- Assessment increases and special assessments
- Election of board members and appointment of officers
- Major contracts or agreements affecting the community
- Changes to architectural guidelines or community standards
- Any other matter that requires a vote by the board, unless it falls under executive session exceptions
Permissible Closed Sessions (Executive Sessions)
While most HOA board meetings must be open, certain topics may be discussed in a closed executive session. These include:
- Pending or anticipated litigation
- Contract negotiations
- Enforcement actions against homeowners
- Personnel matters
- Consultation with the association’s attorney.
After an executive session, any decisions made must be summarized in the open meeting minutes without disclosing confidential details.
Electronic and Telephonic Meetings
HOAs may hold board meetings electronically or via teleconference, provided they comply with the notice requirements and allow homeowners to listen in or participate as required by law.
Meeting Minutes and Record-Keeping
HOAs must keep written minutes of open meetings, documenting decisions and discussions. Homeowners are entitled to review these records upon request, ensuring continued accountability and transparency.
Why This Matters to Homeowners
For homeowners, understanding Section 209.0051 is crucial because it guarantees their right to stay informed and engaged in community governance. It ensures that HOA boards cannot make major decisions in secrecy and provides an opportunity for residents to voice concerns and opinions.
Compliance and Enforcement
Failure to comply with Texas Property Code Section 209.0051 can lead to legal challenges and disputes between homeowners and the HOA board. Homeowners who believe their HOA has violated open meeting laws may seek remedies under state law, including legal action if necessary.
Texas Property Code Section 209.0051 is an important safeguard for homeowners, promoting transparency and accountability in HOA governance. Whether you are an HOA board member or a homeowner, understanding these open meeting requirements helps ensure that decisions affecting your community are made fairly and in compliance with the law.
If you have questions about HOA meetings or need legal guidance on HOA-related matters, consulting with a qualified attorney can help you navigate your rights and obligations effectively.
Dallas Texas HOA Attorneys
Nacol Law Firm P.C.
(972) 690-3333
Home Owner Associations ( HOA ) : Are You in For Problems?
Everyone loves and hates their HOA. A HOA has the power to make every neighbor’s’ life a little easier by establishing restrictions that keep the neighborhood clean, safe, and accountable.
HOA’s also in some cases have been given power to make an individual homeowner’s life unhappy. Depending on the circumstances, a HOA in a neighborhood of homes may not have the same specific powers as a HOA in a condominium or townhouse setting. Regardless whether you are an owner of a home, condominium, or townhouse and you have been wronged by your HOA, here is a list of things you must do:
- Read the HOA by-laws CAREFULLY!!
- Keep all documentation of correspondence you have had with the HOA Board, the Executive Officers, and Management Co., if there is one.
- Prepare a demand letter citing the specific by-laws that support your position.
- Record the HOA meetings in which your issues are presented or addressed and request minutes of the meeting from the secretary.
- Do not delay hiring an attorney if the HOA is not responsive to your grievances.
Certain issues, depending on the by-laws, such as unjustified forced foreclosures, failure to repair plumbing or foundations, trying to force you to construct or build a fence on your separate property are worth seeking legal advice. An experienced attorney is needed if you are to take on a Texas homeowner’s association. Many by-laws are open to interpretation regarding what a Texas HOA must repair and what is not responsible for under the HOA by-laws. To battle a strong HOA organization it takes an experienced real estate lawyer and if you have been a victim of HOA oppression seek an experienced lawyer immediately.
Julian Nacol, Attorney
Nacol Law Firm P.C.
Dallas HOA Attorney
(972) 690-3333
Texas Homeowner’s Association: Appealing HOA Fines and a Realistic Result
Texas Homeowner’s Associations can be difficult to deal with. If an individual needs to file a suit due to arbitrary or capricious actions, it is important to know your rights prior to filling any suit.
Texas Property Code § 209.007 allows for dispute resolution and appeal to the board of directors if there is an improper fine due to an alleged offense of the Rules and Regulations of a residential residence.
The HOA shall conduct the hearing not later than 30th day after the date the Board receives owner’s request for a hearing.
At the hearing an individual will have the opportunity to verify the facts and allegations actions that lead to the fine or violation. Furthermore, the homeowner will have an opportunity to rescind the fine, justify any action, or ask for clemency.
This is a convenient and cheaper way to attack an unlawful or improper fine, but usually it is unhelpful.
If a Board or a management company, which is normally an agent of the Board, fines an individual then an appeal will be a waste of time. Likely, Board members will not care enough, nor listen to a homeowner’s complaints regarding violations. Texas Property Code § 209.007 was passed by Texas Legislature in a misguided attempt to promote resolution as an alternative dispute process.
HOA Boards and HOA Management companies do not entertain appeals and the appeal is usually worthless. It is a waste of money to hire an attorney to represent you in this ordeal because the judge and jury are the Board Members that fined you in the first palace. Usually, the President of the HOA board is a “Karen” that has nothing better to do than get involved in other people’s business.
Filing an appeal, though worthless does have one added benefit. It gives you time to find a lawyer before the fine becomes permanent. It is not needed to hire a lawyer to represent you in the appeal and anything you say at the appeal will likely be recorded by the HOA and used against you if a suit is filed. HOA Board members usually do not know the law, procedure, or the property code, thus these appeal hearings are shams to give the illusion that you are being heard.
If you are being fined by the management company or HOA best thing to do is file suit or send a demand letter.
Dallas Texas HOA Attorneys
Nacol Law Firm P.C.
(972) 690-3333
Enforcing a Judgment Against an HOA
In the event you prevail in a case against your Texas HOA and obtain a judgment for damages, the question of how you can collect those damages will unquestionably arise. What if your HOA is low on funds? What if they don’t have any assets? Are your fellow homeowners responsible for paying your judgment? Can the HOA use their assessments to pay off the judgment?
One potential, although nowhere near certain, method of collecting your judgment is through your association’s special assessments. While the case law on this issue is rather conflicted, there may be a path forward for creditors (e.g., plaintiffs who have obtained a judgment) to force special assessments from a debtor or bankrupt HOA to discharge their judgment debt. Whether or not the courts determine this to be possible tends to depend on two factors: (1) how the courts view the Association/Homeowner relationship and (2) what authority is granted to the Association in their governing documents to collect
On one hand, courts have held the Association/Unit Owner relationship is akin to a corporation/shareholder relationship.
In Sweet v. Moon, the court held that “without an applicable provision of the Declaration, the homeowners are not liable for the POA’s debts under ordinary corporate law. ‘[I]t is a universally accepted basic axiom of corporate law that a corporation’s shareholders [the Crown Pointe property owners] are not personally liable for’ the debts of the corporation [CPOA].” 24-1001, 2024 Bankr. LEXIS 1176, at *9 (Bankr. S.D. Ala. 2024). The court further held that the Association, like a corporation’s relationship to their shareholders, is a separate legal entity from its unit owners, and that these individuals are shielded from liability when they do business in corporate form. Id.
Further, in Westwood Cmty. Two Assoc. v. Barbee, the court held that the Declaration did not allow the Association to collect special assessments from individual homeowners to satisfy judgments, and that because the Declaration in that case only allowed for special assessments for the “operation, maintenance, and repair of” common areas, the Trustee was not permitted to collect special assessments from the homeowners in order to satisfy a judgment in bankruptcy. Westwood Cmty. Two Assoc. v. Barbee, 116 Fed. Appx. 247, [slip op.] at *5 (11th Cir. 2004).
On the other hand, there is case law to support the argument that generally, assessments (whether regular or special) are considered property of the debtor’s bankruptcy estate and can therefore be used to repay creditors of the Association.
The court in In re Stone Creek Vill. Prop. Owners Ass’n determined that pursuant to Texas case law and the Declaration of the Association, the right to demand and receive assessments is a right owned by the homeowners, not the Association. No. 10-54343-C, 2011 Bankr. LEXIS 2944 (Bankr. W.D. Tex. 2011). However, those rights are enforceable by the Association (the debtor), which demands and receives the assessments for the benefit of the homeowners. The court went on to state that whether assessments received by the Association constitute property of the Association’s bankruptcy estate is determined by how much control the Association has over those funds. See In re Cowles, 143 B.R. 5, 7 (Bankr. D. Mass. 1992) (stating “several courts have found that ‘where the debtor, ‘in one capacity or another’ dominates all aspects of the trust [in the case of owners associations, accounts holding assessment funds] to the extent that he exercises absolute dominion and control over the assets, his interest in the trust … constitutes property of the estate.”) (see also In re Steffan, 97 B.R. 741, 745 (Bankr. N.D.N.Y. 1989)). The court in Stone Creek placed significance on the fact that the Association controlled the assessment funds through a bank account in the Association’s name. Different to Ms. Graham’s case, however, is the fact that the CC&Rs in Stone Creek provided the capital fund of the Association to “meet unforeseen expenditures.”
Thus, because the court determined that the Association’s formation and existence lies solely in serving the interest of the homeowners, and does not place any real restrictions on how the Association may use the assessments it receives, the debtor may use the assessments to pay expenses incurred on behalf of the entire community of homeowners. Therefore, the court concluded that the Association does not merely hold homeowner funds in trust, but has broad authority to use such funds to pay the Association’s creditors as necessary for the upkeep, etc. of the property, and as such, are considered property of the debtor’s bankruptcy estate.
Conclusion
What can we learn from these prior decisions? Chiefly, if it is not permitted by the governing documents of the Homeowners Association, a court will likely not allow a collection of special assessments to satisfy a judgment. However, there may be a path forward pursuant to the Stone Creek case to collect through the reserve funds of the Homeowners Association (depending on what the governing documents state).
Bylaws: Are They Required for Your HOA?
Broadly speaking, there are two main documents (although there may be others) that govern your HOA—the Declaration and the Bylaws. The Declaration by and large places restrictions on the use of the land governed by the HOA, while the Bylaws generally lay out rules and guidelines for the HOA to enforce those restrictions. The Declaration is the most binding of these documents—pursuant to Tex. Prop. Code 82.053(c), “If there is a conflict between the provisions of the declaration and the bylaws, the declaration prevails….”
In some cases, old or poorly run HOAs may not have Bylaws or may not have filed them correctly with the county in which they are located. Most HOAs are formed as non-profit corporations. The Texas Business Organization Code, Chapter 82, governs non-profit corporations.
Pursuant to Tex. Bus. Org. Code Sec. 22.102(a): “The initial bylaws of a corporation shall be adopted by the corporation’s board of directors or, if the management of the corporation is vested in the corporation’s members, by the members.”
Pursuant to Tex. Bus. Org. Code Sec. 22.104(a): “After the certificate of formation [the document which forms the is filed, the board of directors named in the certificate of formation of a corporation shall hold an organization meeting of the board, either in or out of this state, at the call of the organizers or a majority of the directors to adopt bylaws and elect officers for other purposes determined by the board at the meeting.”
Pursuant to Tex. Prop. Code Sec. 209.005(m)(1): “A property owners’ association composed of more than 14 lots shall adopt and comply with a document retention policy that includes, at a minimum, the following requirements: (1) certificates of formation, bylaws, restrictive covenants, and all amendments to the certificates of formation, bylaws, and covenants shall be retained permanently….”
In Sterling/Suggs Ltd. P’ship v. Canyon Lake Island Prop. Owners Ass’n, the HOA filed an action to enforce a Rule 11 settlement agreement entered with a homeowner. No. 03-20-00131-CV, 2022 Tex. App. LEXIS 1309 (Tex. App.—Austin Feb. 25, 2022, no pet.). The parties were ordered to arbitration. The arbitrator found, and the parties agreed, that the HOA had not filed their bylaws with the county in accordance with Tex. Prop. Code Sec. 202.006(b) which states, “a dedicatory instrument has no effect until the instrument is filed in accordance with this section.” The arbitrator found that the HOA did not have the authority to enter into any agreement because they had not filed their bylaws which would “create and empower the Board of Directors to act.”
As an aside, Sterling and a number of other cases support the conclusion that bylaws are a dedicatory instrument (necessitating they be filed with the county), however there is case law to support the fact that bylaws are not necessarily dedicatory instruments. See Stork v. Tres Lagos Property Owners Ass’n, Inc., 442 S.W.3d 730, 738 (Tex. App.—Texarkana 2014, pet. denied).
In Sterling, while the HOA had adopted bylaws, the court held the HOA was unauthorized to act simply because the Bylaws had not been filed with the county pursuant to Tex. Prop. Code Sec. 202.006(b). Accordingly, if an HOA has failed to file their bylaws with the county, or has failed to adopt bylaws at all, there is a strong argument to be made, similar to Sterling, that at least some actions they might take are not authorized. Furthermore, on a logical level, the decision in Sterling makes sense considering that if an HOA board is allowed to act without bylaws to govern their actions, there could be tyrannical consequences.
Dallas HOA Attorneys
Nacol Law Firm P.C.
Call (972) 690-3333
Disclaimer: The information provided in this article is in no way intended to constitute legal advice. The information provided is merely an overview of the relevant law. Do not act on this information. Always consult an attorney for legal advice.
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Attorney Mark A. Nacol is board certified in Civil Trial Law by the Texas Board of Legal Specialization