PHA Governance
This information is taken from the Bylaws, the CC&Rs, and the Assessment Collection Policy, and put into a form that is easier to understand. At a glance:
- Meeting notices, agendas, the Board election notice, and assessment notices are usually sent by email. If you would rather have paper, contact the Board.
- Regular Board meetings are normally held at 7:00 PM on the first Monday of June, September, and December. The Board may approve a different date or time in the same calendar quarter. Notice of a meeting, with the agenda, goes out at least 48 hours ahead.
- The Annual Meeting is normally the first Monday of March. The Board may set it up to 30 days earlier or later. The notice goes out at least 10 days before the meeting.
- The Board holds its Organizational Meeting right after the Annual Meeting to elect officers and handle other business. No separate notice is sent.
- The Board election notice goes out in late December or early January. Owners have 30 days from receiving this notice to ask to be on the ballot, so the deadline is about early February.
- Ballots go out by U.S. Mail only, by about mid-February, and must reach the Secretary by noon of the Annual Meeting date.
What information is available to owners, and when
| What you receive | When it's due | How you get it | What to know |
|---|---|---|---|
| Notice of a regular Board meeting, with the agenda | At least 48 hours before the meeting | Usually email. Contact the Board if you prefer mail. | Owners may speak at the meeting, within reasonable time limits. (Bylaws, Art. IV §9) |
| Notice of a special Board meeting | At least 48 hours before if mailed, or 24 hours before if delivered in person | Sent to the directors only, by mail, other written notice, or in person | Called by the President, or by a Vice President or any two directors if the President can't. The Bylaws do not require notice to owners. (Bylaws, Art. IV §10) |
| Meeting minutes | Usually within about 30 days after the Board approves them | Usually email. Contact the Board about a mailed copy. | Email is free. The timing reflects current Board practice; the Bylaws do not set one. |
| Board election notice | At least 60 days before the Annual Meeting | Email or mail | Starts a 30-day window to ask to be on the ballot. (Bylaws, Art. IV §1) |
| A Board election ballot | Mailed at least 15 days before the Annual Meeting | U.S. Mail only, postage prepaid | Ballots are not sent by email. (Bylaws, Art. IV §1) |
| Notice of the Annual Meeting | At least 10 days before the meeting | Email or mail | Gives the place, day, time, and the general business. (Bylaws, Art. X §2) |
| Returning an election ballot | A mailed ballot must reach the Secretary by 12:00 noon of the Annual Meeting date. You can also hand it in at the meeting. | By mail or in person | It must be received, not just postmarked (if mailed). (Bylaws, Art. IV §1) |
| Notice of a special owners' meeting | At least 10 days before the meeting | Email or mail | Gives the place, day, time, and the business. (Bylaws, Art. X §3) |
| Assessments | Due January 1; late on February 1. (CC&Rs, Art. 10 §10.4) Owners are notified at least 30 days before the due date. (Assessment Collection Policy) | By email or U.S. Mail, per owner preference. | Pay by check. Usually $100 to $120, charged every other year. See the Assessment Collection Policy for reminders, late payments, and interest. |
What you can do as an owner
- Run for the Board.
- Get on the ballot. Ask within 30 days of receiving the Board election notice, or be nominated by the nominating committee. (Bylaws, Art. IV §1)
- Qualify to serve. Candidates for director must be current on assessments to serve. (Bylaws, Art. IV §3)
- Speak at a regular Board meeting. The Board may set reasonable time limits. (Bylaws, Art. IV §9)
- Ask for a special owners' meeting. The President, a Vice President, the Board, or owners holding at least one-fifth of the votes (16 of the 77 lots) can call one. (Bylaws, Art. X §3)
- Ask about paper copies. Contact the Board to opt in for receiving notices and minutes by U.S. Mail. The Board may charge a nominal fee for mailing documents (other than election ballots).
- Return election ballots on time. Mail yours early so it arrives by noon of the Annual Meeting date. You may also write in a name; check first that the person is able and willing to serve.
Schedules and notice requirements come from the Bylaws and CC&Rs. Delivery practices, such as email, reflect current Board practice. If this summary differs from the Bylaws or CC&Rs, those documents control. Checked against the Bylaws and CC&Rs in November 2026.