Section 209.0051 is the Texas board-meeting reference most Highland-managed POA and HOA boards should know before setting agendas, sending notices, handling executive session topics, or voting on association business. This page summarizes the statute at a reference level; Highland's practical board-packet article linked below covers how to turn those requirements into an operating routine.

The practical board standard is simple: identify whether the topic requires an open meeting, give owners notice with enough detail to understand the subject, keep the meeting record, and avoid using email or informal conversations to make decisions that belong in a properly noticed meeting.

Notice and agenda basics

  • Members must receive notice of the date, hour, place, and general subject of a regular or special board meeting, including a general description of executive-session matters — §209.0051(e).
  • Notice may be mailed between the 60th and 10th day before the meeting, or provided electronically/posting-based at least 144 hours before a regular board meeting and at least 72 hours before a special board meeting — §209.0051(e).
  • For telephonic, video, or electronic meetings, the notice should include the access instructions owners need to listen or participate as the statute requires — §209.0051(c-2).

Open meeting and executive session rules

  • Regular and special board meetings must be open to owners, subject to listed executive-session topics such as personnel, pending or threatened litigation, contract negotiations, enforcement actions, attorney communications, privacy matters, and confidential matters — §209.0051(c).
  • After executive session, any decision made in executive session must be summarized orally and placed in the minutes in general terms, without disclosing privileged or confidential information — §209.0051(c).
  • Certain topics must not be considered or voted on without prior owner notice under §209.0051(e), including fines, damage assessments, foreclosure initiation, enforcement actions, assessment increases, special assessments, architectural-control appeals, lending or borrowing money, dedicatory-instrument changes, budgets, real-property transactions, board vacancies, capital improvements, and officer elections — §209.0051(h).

Minutes and board action outside a meeting

  • The board must keep written minutes of each regular or special board meeting and make meeting records available to a member on written request — §209.0051(d).
  • Board action outside a meeting is limited by the statute, and the listed higher-impact topics in §209.0051(h) generally require open-meeting notice before consideration or vote.
  • A board meeting can be held by electronic or telephonic means if board members can hear and be heard, owners can listen outside executive session, and the notice includes access instructions — §209.0051(c-2).