First, make sure it's complete. The list of items that should go into your agenda should be mentioned in the governing documents for your HOA.Board members can call for a special meeting, but homeowners may also petition for them via a written request. Type in or write the agenda, and then fill in the details of what motions were taken, who seconded them, and what actions were made. 3. These HOA documents stipulate the organization's rules and regulations. What's the Open Meetings Act? The Open Meetings Act is a Maryland statute. The form should identify the type of meeting, such as an annual membership meeting or special meeting. Special meetings usually address issues that need. The board of directors must notify all homeowners of an upcoming special meeting between 15 and 60 days in advance.