Special meetings require sufficient notice with all the pertinent details. Download this FREE sample notice of special meetings as your guide.Timely posted agendas are required for regular and special board meetings. What should be included in the HOA meeting minutes? A great board meeting should have a balance of diverse opinions and discussions that are rooted in your community's overall vision. The purpose of the special meeting must be set forth in the petition in order to indicate the basis for the requested special meeting. Meeting agendas should be sent out in advance to give members enough time to prepare any questions or concerns they may have. We are trying to get a 209 compliant letter to our hoa members informing them about a meeting on december 16th to vote. The notice shall specify the place, day and hour of such meeting. Written notice for special meetings must include the purpose of the meeting.