Illinois

Illinois Annual General Meeting Requirements for Condos, Co-Ops, and HOAs

One of the challenging duties of the board of directors is to schedule and hold an annual meeting of members. Depending on the size of the community, choosing a date that will allow for the most members to attend can be difficult. However, there is a better way.

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Population

12,671,821

Housing Units

5,388,066

Owner Occupied

66.10%

Associations

18,800

Simplify Your Board Meetings in Illinois With BuildingBoard

Holding your board meetings and annual meetings through BuildingBoard allows your members and directors to attend meetings from anywhere. The platform makes holding remote meetings easy and convenient. We do not have complicated software that you need to learn or apps to download. Everything is browser-based. Send notices, reminders, and collect votes through one simple, easy-to-use virtual meeting system.

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Risks of Missing a Quorum in Illinois

Do you dread meetings because you never know if you will have a quorum to conduct business? Missing a quorum is frustrating for the members and directors present at the meeting. In addition, it is a waste of their time because the meeting must be rescheduled. 

Virtual meetings increase attendance at association and board meetings. Your members can attend and vote even if they are not able to attend the meeting in person. Stop spending time and money rescheduling meetings because you did not reach a quorum.

Annual General Meeting Requirements

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.

Annual Meetings

Meetings of the members are required at least once per year under the Condominium Act and the Community Association Act. Notice of the meeting must be sent to the members at least ten days before the meeting, but not more than 30 days before the meeting.

Quorums

Twenty percent of the membership constitutes a quorum at the meeting unless the bylaws, articles, or community instruments indicate a lesser amount.

Voting and Proxies

According to §765 ILCS 160/1-25(i) of the Association Act, members may not vote by proxy in board elections. However, members may vote by proxy on other matters. Votes may also be cast in person or by submitting a written ballot by mail or other delivery methods specified in the bylaws. 

Under the Condominium Act, members may vote by proxy, including voting for board elections by proxy. However, a rule may be adopted at least 120 days before a board election or the bylaws may specify that members may be required to submit votes for board elections in person or by ballot delivered to the association. 

Electronic voting is permitted. However, instructions for the use of electronic voting must be sent to all members not less than ten days and no more than 30 days before an election meeting. Voting by technological means requires the association to keep a record of the electronic voting as long as the record would need to be maintained for non-electronic voting.

Virtual Annual Meetings in Illinois

Section 18(a)(9)(B) of the Condominium Act and Section 108.15(c) of the Illinois General Not For Profit Corporation Act of 1986 both state that board members may meet through electronic means unless prohibited by the bylaws or the articles of incorporation. Neither Act specifically 

The Common Interest Community Association Act permits electronic notice and votes under §765 ILCS160/1-85. It also states that unit owners may perform any obligation or exercise any right under any community instrument by use of acceptable technological means. 

Therefore, associations may want to consult with their lawyers to determine the correct interpretation of the law for their organization.

Hold Your Illinois Annual Board Meetings Virtually with BuildingBoard

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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