In Illinois, condo board meetings aren't private business meetings that owners are occasionally invited to. The law starts from the opposite assumption: every board meeting is open to every unit owner, with a short list of exceptions.
Here's what Section 18(a)(9) of the Illinois Condominium Property Act requires, how to run meetings that stay on the right side of it, and what owners can expect when they attend.
The default: open to all owners
Every meeting of the board must be open to any unit owner. That includes regular meetings, special meetings and budget meetings. Owners don't need to request permission to attend or explain why they're coming.
"Open" means owners may observe. It doesn't necessarily mean owners may speak on every item — many boards set aside an owner forum at the beginning or end of the agenda, and adopt reasonable rules for it. What the board can't do is exclude owners from the room (or the video call).
How often the board must meet
The board must meet at least four times a year (Section 18(a)(10)). Most associations meet monthly or quarterly. Smaller, self-managed buildings often do well with quarterly meetings; larger buildings with active capital projects usually need monthly ones.
Notice requirements
Section 18(a)(9) sets out two sets of notice:
To board members: At least 48 hours before every meeting, unless a board member waives notice.
To owners:
Notice must be posted in entranceways, elevators or other conspicuous places at least 48 hours in advance. If there's no common entranceway serving seven or more units, the board may designate posting locations near those units.
Notice must also be given at least 48 hours in advance to every owner who has authorized the association to communicate electronically, and — if your condominium instruments require it — by mail or delivery to other owners.
Longer notice for certain meetings: Meetings to adopt the annual budget or a special assessment require notice in the same manner as a membership meeting — at least 10 and no more than 30 days in advance.
Special board meetings may be called by the president or by 25% of the board members.
What a good notice includes
Date, time and location (and the video or call-in link for remote attendance).
The agenda, or at least the major items to be discussed.
A note on any executive session and its general topic category.
How owners can submit questions or sign up for the owner forum.
Why meetings by email are risky
Boards often handle small logistics by email — scheduling, sharing documents, asking the manager a question. That's normal. The problem comes when the board uses email threads to debate and effectively decide association business outside a noticed meeting. That can undermine the open-meeting requirement and leave owners feeling shut out.
A good rule of thumb: use email to share information and prepare, and bring discussions and decisions to an open meeting. For genuine emergencies, the Act allows the board to ratify actions taken by board members afterward (see Condo Emergencies in Illinois). If your board regularly needs to act between meetings, ask the association's attorney what your bylaws and the Act permit.
When the board may meet in closed session
The board may close part of a noticed meeting, or meet separately, only to:
1. Discuss litigation that has been filed and is pending, or that the board finds is probable or imminent.
2. Discuss the appointment, employment, engagement or dismissal of an employee, independent contractor, agent or vendor.
3. Interview a potential employee, contractor, agent or vendor.
4. Discuss violations of the association's rules and regulations.
5. Discuss an owner's unpaid assessments.
6. Consult with the association's legal counsel.
That's the whole list. Budget planning, capital projects, rule changes and management performance generally aren't on it, unless the discussion falls within one of those categories.
Running a closed session properly
Announce it. In open session, state that the board is going into closed session and identify the general topic category — for example, "to discuss a delinquent account" or "to consult with legal counsel."
Stay on topic. Only discuss the matter that justified closing the meeting. If the conversation drifts to the landscaping contract, bring it back to open session.
Keep confidential notes secure. Records of closed-session discussions about litigation or another owner's account are among the categories the association can generally withhold from records requests.
Return to open session to vote.
Votes must happen in the open
Even on closed-session topics, any vote must take place in an open meeting. The board can discuss a vendor dismissal privately, but the vote to terminate the contract has to happen where owners can see it.
A common approach: hold executive session, then return to open session and state the action — "Motion to approve the settlement agreement discussed in executive session" — without disclosing privileged details.
Owners may record
Any owner may record the open portions of board meetings "by tape, film or other means." The board may adopt reasonable rules governing recording — for example, requiring recording devices to stay in a designated spot, or prohibiting recording that disrupts the meeting. It can't ban recording outright.
Boards sometimes worry about recording, but it often helps. A recording is an accurate record of what was said, and board members who know they may be recorded tend to run tighter, more professional meetings.
Remote and hybrid meetings
Board members may participate and vote by phone or any "acceptable technological means" that lets all participants communicate with each other, and that participation counts as attendance in person. If your board meets remotely, make sure owners have a way to attend too.
For hybrid meetings, a few practical tips:
Test the audio before the meeting; owners on the call should be able to hear everyone in the room.
Share documents on screen when the board discusses them.
Have a clear process for remote owners to ask questions during the owner forum, such as a raise-hand feature or chat.
Record the attendance of board members participating remotely in the minutes.
A sample meeting agenda
A clear, consistent agenda keeps meetings efficient. Many Illinois boards use a structure like this:
1. Call to order and confirmation of a board quorum
2. Owner forum (time-limited comments and questions)
3. Approval of prior meeting minutes
4. Treasurer's report and financial statements
5. Management report (maintenance, projects, delinquencies in aggregate)
6. Old business
7. New business (items requiring board action)
8. Committee reports
9. Executive session, if needed (with the topic category announced)
10. Return to open session for any votes on executive session matters
11. Adjournment
Some boards place the owner forum at the end; placing it early lets owners speak before the board votes on items they care about.
Owner forum rules
The board may adopt reasonable rules for owner participation. Common, fair rules include:
A time limit per speaker, such as three minutes.
Sign-up at the start of the meeting or in advance.
Comments limited to association business.
A standard of respectful conduct, with the chair empowered to keep order.
Apply the rules evenly. Cutting off critics while giving supporters extra time is a quick way to lose owners' trust.
Minutes: what to record
Minutes are the official record of what the board did, not a transcript of everything said. Good minutes include:
Date, time, location and type of meeting.
Board members present and absent, and whether a quorum was present.
Others in attendance, such as the manager or attorney.
Each motion, who made and seconded it, and the result of the vote.
A brief summary of key discussion where it explains the board's reasoning, especially on budgets, reserves, special assessments and emergencies.
A note that the board went into closed session, the general topic, and the time it returned to open session.
Time of adjournment.
Minutes must be kept for at least seven years and are available to owners under Section 19.
Coming soon: an owner website
Under Public Act 104-797, by January 1, 2028 every Illinois condo board must provide a website owners can access online, with information about board and membership meetings and the approved minutes of board meetings. Associations that already post agendas and minutes on an owner portal are ahead of the curve.
For owners: getting the most out of board meetings
Watch for notices in the lobby, elevators and your email.
Read the agenda and any posted materials before the meeting.
Send questions in advance so the manager can prepare answers.
Use the owner forum for your comments, and keep them focused and brief.
Remember that board members are volunteers. Respectful disagreement is far more effective than confrontation.
Request the minutes if you couldn't attend.
A checklist for compliant meetings
Post and send notice at least 48 hours ahead (10–30 days for budget and special assessment meetings).
Include an agenda so owners know what will be discussed.
Confirm any closed-session topic fits one of the six exceptions.
Take all votes in open session.
Post recording rules, if you have them, and apply them evenly.
Make remote attendance available to owners when the board meets remotely.
Approve and circulate minutes promptly, and keep them for at least seven years.
Frequently asked questions
Can owners speak at board meetings?
Owners have a right to attend and observe. Most boards provide an owner forum, and they may set reasonable rules for it.
Can the board meet privately to discuss the budget?
Generally, no. Budget discussions aren't among the closed-session exceptions.
Can the board ban recording?
No. It may adopt reasonable rules about how recording is done, but owners have the right to record open portions of meetings.
Is a gathering of board members a "meeting"?
If a quorum of the board is discussing and deciding association business, treat it as a meeting that requires notice and openness. Social gatherings where business isn't conducted are different, but boards should be careful not to blur the line.
What if notice wasn't given properly?
Actions taken at an improperly noticed meeting may be challenged. If it happens, talk with the association's attorney about re-noticing and re-voting the affected items.
The bottom line
Open meetings aren't just a legal requirement — they're the best defense against rumor and suspicion. When owners can see how decisions get made, they're far more likely to trust the result, even when they disagree with it. Clear notices, a consistent agenda, disciplined use of closed sessions and good minutes make meetings shorter, smoother and easier to defend.
Related reading:
Owner Records Requests in Illinois Condos: What Owners Can See, What It Costs, and the 10-Day Clock
Running a Condo Board Election in Illinois: Ballots, Proxies, Quorum and Deadlines
Adopting Your Condo Budget in Illinois: A Step-by-Step Guide for Boards
Fiduciary Duty for Illinois Condo Board Members: What It Means and How to Protect Yourself
Pimmit Run Management handles meeting notices, agendas and minutes for Illinois condo boards, and publishes them to an owner portal automatically. Contact us to see how it works.
This article is general information, not legal advice. Your bylaws may impose additional requirements; consult your association's attorney with specific questions.
This article is general information, not legal advice. Consult your association's attorney about your specific situation.