Summary
The By-Laws establish detailed procedures for both member meetings and Board meetings. All meetings follow Robert’s Rules of Order. Member meeting quorum is 20% of Voting Members (~43 of 215). Board quorum is a majority of serving Directors. The Board must hold at least 4 regular meetings per fiscal year and must post meeting notices conspicuously on the Premises.
Member Meetings
| Rule | Source | Section |
|---|---|---|
| Meetings held at principal office or another DuPage County location per notice | By-Laws 2004 | 4.02 |
| All meetings governed by Robert’s Rules of Order | By-Laws 2004 | 4.02 |
| Quorum: 20% of Voting Members | By-Laws 2004 | 4.02 |
| Default action threshold: majority of members present at quorum meeting | By-Laws 2004 | 4.02 |
| Annual meeting: annually; 10 days’ written notice from Board | By-Laws 2004 | 4.03 |
| Special meetings: called by Board majority OR 20% of Voting Members; 10 days’ notice | By-Laws 2004 | 4.04 |
| Notice content: must include date, time, place, and agenda of matters to be considered | By-Laws 2004 | 4.05 |
| Notice delivery: personal or mail to member’s address on file, or to the Lot | By-Laws 2004 | 4.05 |
| Proxies: written, revocable, valid for 11 months from execution, filed with Secretary | By-Laws 2004 | 4.01 |
Board Meetings
| Rule | Source | Section |
|---|---|---|
| Annual Board meeting: within 10 days of annual member meeting | By-Laws 2004 | 5.05 |
| Regular meetings: at least 4 per fiscal year; time/place set at annual Board meeting | By-Laws 2004 | 5.06 |
| Regular meeting notice: at least 2 days prior; delivered to each Director personally or by mail | By-Laws 2004 | 5.06 |
| Regular meeting notice: must be posted conspicuously on the Premises | By-Laws 2004 | 5.06 |
| Special Board meetings: called by President or at least 1/3 of Directors | By-Laws 2004 | 5.07 |
| Board quorum: majority of Directors serving | By-Laws 2004 | 5.09 |
| Board action threshold: majority of Directors present at quorum meeting | By-Laws 2004 | 5.09 |
| Waiver of notice: written waiver OR attendance at meeting constitutes waiver | By-Laws 2004 | 5.08 |
Practical Note: Premises Posting Requirement
Section 5.06 requires that regular Board meeting notices be posted conspicuously on the Premises so owners know about upcoming meetings. This is an obligation of API/the Board beyond simply notifying Directors. If this is not being done, it is a By-Laws compliance gap.
Practical Note: Usual Annual Meeting Venue
Annual meetings are conventionally held at Aurelio’s Pizza, 27W101 Geneva Rd, Winfield, IL 60190, typically immediately following a regular Board meeting. Confirmed as the association’s usual venue (per user, July 2026).
Correction (per user, July 2026): The “44 owners present or by proxy” figure recorded from the pre-meeting Annual Meeting Packet was the quorum requirement being targeted, not an actual attendance count — the meeting had not yet occurred at that ingest. Actual attendance at the July 16, 2026 annual meeting was approximately 15 people, including the Board — well short of quorum. See History below.
History
This section records procedurally notable events — annual member meetings (quorum outcomes, elections) and any special meetings. Routine quarterly Board meetings are captured in individual source pages; see board-of-directors for a full meeting log.
| Date | Event |
|---|---|
| 2021-07-15 | First post-Turnover annual member meeting. Quorum reached. All 5 Director seats filled by election. Source: minutes-2021-07-15 |
| 2022-07-21 | Annual member meeting — quorum not reached; no election held; existing Board carried over. First quorum failure on record. Source: minutes-2022-07-21 |
| 2023-07-20 | Annual member meeting — quorum reached; full election held (all 5 seats); new Board seated. Source: minutes-2023-07-20 |
| 2024-07-11 | Annual member meeting — quorum not reached; no election held; Board carried over. Second quorum failure (2022, 2024). Source: minutes-2024-07-11 |
| 2025-07-17 | Annual member meeting — quorum not reached; no election held; Board carried over. Third consecutive quorum failure (2022, 2024, 2025). Source: minutes-2025-07-17 |
| 2026-07-16 | Annual member meeting — quorum not reached (~15 attendees including Board, well short of the ~43-44 needed); no election held; Board carried over. Fourth consecutive quorum failure (2022, 2024, 2025, 2026). Next regular Board meeting moved from 10/15 to 10/1. Source: minutes-2026-07-16 |
Pattern: Annual member meeting quorum (20% of 215 lots = 43 votes) has been reached only once in five attempts since Turnover — the 2023 election. The Board carries over by default when quorum fails. See board-elections-and-terms for full election history and proxy rules.
Board Meeting Schedule and Remote Meetings
| Date | Event |
|---|---|
| 2026 (confirmed) | Board meetings: Jan 14/15, May 7, Jul 16 (annual), Oct 1 (budget); a November 2026 meeting is planned to adopt the Collections Policy and the 2027 budget. Source: board-packet-2026-10-01, minutes-2026-10-01 |
| 2026-10-01 | Board stated the November meeting (to adopt the new Collections Policy, which requires 30 days’ notice to homeowners first) can be held by Zoom; API will send the policy to homeowners and schedule the Zoom meeting after the 30 days. Source: minutes-2026-10-01 |
| 2026-10-01 | 2027 Board meeting schedule set: 1/21, 4/15, 7/15 (annual), 10/21. Source: minutes-2026-10-01 |
| 2026-10-23 | Notice mailed to homeowners (API): Board meeting by Zoom on Monday, November 23, 2026, 10:00 AM to adopt the 2027 budget and the Collections Policy; homeowners are invited to join. The notice is dated 31 days before the meeting. Per the user, this is the “owners meeting” referred to in the notice’s subject line: a Board meeting that owners may attend. Source: owners-notice-2027-budget-and-collection-policy |
The legal requirement that drives the November meeting (adopt a written Collections Policy before 1/1/2027, with owner review first) is described in assessment-collection-policy. The manager’s report in board-packet-2026-10-01 said the attorney requires a separate owners’ meeting for adoption; the October 23 notice, as explained by the user, treats the November 23 Board meeting (open to homeowners) as that meeting.
Open Questions
- Does the November 23 meeting satisfy the attorney’s “separate owners’ meeting” requirement? The notice’s subject line says “Notice of Owners Meeting,” its body says “meeting of the Board of Directors,” and the user reads it as a Board meeting homeowners are invited to. Whether counsel (CS&R) has confirmed this satisfies the requirement, and how notice was delivered (mailing date not stated), are not recorded.
- “Conspicuously on the Premises” (§5.06) is not defined. The subdivision has no clubhouse or central community board — it is unclear where posting occurs in practice (e.g., common entry signage, mailboxes, etc.).
- Whether owners actually receive 10-day notice of annual meetings via mail (as required by §4.03/4.05) or whether the HOA relies on other communication channels is not documented here.