Annual meetings are generally required by law for most homeowner associations, including co-ops, condominiums, and planned developments. However, scheduling these meetings can be challenging, and coordinating every person’s schedule is impossible.
BuildingBoard has made the task of scheduling and holding annual meetings easy, quick, and cost-effective.
With the BuildingBoard platform, your association can schedule meetings, send notices, and hold meetings online. Members can attend meetings and cast votes by clicking on a link. There are no apps or software to download. Our system is entirely browser-based, which means your members can use any electronic device with an internet browser to attend the meeting.
Missing a quorum causes a lot of problems. You must reschedule the annual meeting, and there is no guarantee that enough members will show up at the rescheduled meeting to reach a quorum. Missing a quorum is costly, time-consuming, and frustrating.
Virtual annual meetings solve the problem of reaching a quorum. Members can attend from work, home, or wherever they may be when the meeting begins. Allowing the members the flexibility of attending meetings online increases the odds that you have enough votes to reach a quorum.
The annual meeting is held to conduct business that impacts the entire community. However, these meetings may also provide owners and shareholders the opportunity to voice concerns or issues.
Chapter 19 of Title 42 of the DC Code governs condominiums in the District. Section 42-1903.03 requires an annual meeting of the association. Meeting notices are sent to unit owners at least 21 days in advance of an annual meeting. The notices are mailed by United States mail to the unit owners of record at their unit addresses or an address designated by the unit owner. In addition, meeting notices may be sent electronically or hand-delivered.
Section 42-1903.04 sets a minimum quorum for annual meetings of 25 percent. The condominium bylaws may increase the minimum quorum, but it cannot be lowered below the statutory quorum.
The District of Columbia also enacted the General Cooperative Association Act of 2010 that governs co-ops incorporated under this statute. Section 29-910 requires that the co-op hold an annual meeting of members. Notice of the meeting must be sent to the members in accordance with the bylaws.
The bylaws also set quorums. The bylaws should include the number of percentage of members that constitute a quorum. They also determine whether and to what extent mail-in ballots count toward a quorum. Voting by proxy is prohibited, but electronic voting might be allowed in the bylaws.
Most homeowners associations (HOAs) in the District of Columbia are nonprofit organizations. Therefore, they are subject to the statutes in the Nonprofit Corporation Act of 2010.
Section 29-405.01 requires the corporation to hold an annual meeting of members. Section 29-405.24 of the code states that a quorum is established by a majority of the votes entitled to be cast on a matter by the voting group. However, the bylaws or articles of incorporation may designate a different quorum.
The Condominiums statutes state that the executive board may meet or be attended through video conference, telephone conference, or similar electronic means. The directors must be able to participate fully in the live meeting. The Condominium Act was amended to allow meetings of members to be held through electronic means while a declared public health emergency exits. Check with legal counsel to determine when this amendment applies to the annual meetings.
If the co-op articles or bylaws allow, members may participate in annual meetings remotely per §29-305.09. The board of directors must authorize the participation of members by remote communication. Participation will be in accordance with the guidelines and procedures adopted by the board of directors. Members participating remotely are considered present for the meeting and may cast their votes accordingly.
The Nonprofit Corporation Act states that the bylaws or articles of incorporation may provide that the annual meeting of members is not held at a geographic location if the meeting is held utilizing the Internet or other electronic communications. However, the members must be able to participate and vote concurrently with the meeting.
BuildingBoard is easy to use, convenient, and avoids problems reaching quorums. Schedule your meeting, invite members via email, and conduct the vote on the day of the meeting. Your members vote via their smartphone or computer.
Are you ready to simply your annual meetings? Contact BuildingBoard to learn more about our services and to schedule a demo.
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