Do you dread scheduling your association's annual meeting or board meeting? There are always conflicts with schedules that cannot be worked out to everyone's satisfaction. We have good news. There is a better way to hold your association meetings with BuildingBoard.
BuildingBoard is a virtual platform for association meetings. Everything you need to hold a remote meeting or all members to appear electronically is contained in a simple to use platform.
Without downloading apps or learning to use complicated software, your members can attend meetings from anywhere using their smartphone, tablet, or computer. No more juggling schedules to try to please an entire community of homeowners.
Missing a quorum can cause numerous problems for the board, members, and community. For example, you cannot transact business or elect new board members and directors without a quorum. The result is a costly delay while you reschedule the meeting and keep your fingers crossed that enough people will show up for a quorum.
Fortunately, many associations can hold meetings virtually. Members can participate in the meeting and submit votes without being physically present. As a result, the association is happy, and the members are happy.
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.
Under MCIOA §515B.3-108, the association must hold an annual meeting. Special meetings may be called as necessary. Notice of the annual meeting must be given to members at least 21 days but no more than 30 days before the meeting date. Notices must contain the meeting's date, time, and place, whether proxies are permitted, and the agenda.
MCIOA §515B.3-109 states that a quorum is present throughout the meeting if owners entitled to cast more than 20 percent of the votes are present at the beginning of the annual meeting. A board member meeting requires a quorum of at least 50 percent of the votes on that board.
MCIOA §515B.3-110 states the bylaws or articles may allow votes to be cast by proxy. The board may dictate the form of the proxy and the rules for proxy voting, providing the rules are consistent with the law.
Votes may be cast by electronic means or mail, provided the action is authorized by the statute governing the association and not prohibited by the organization's bylaws or articles. The votes cast by electronic means or mail must equal the votes required for a quorum if the meeting were held in person.
However, the statute specifically states that voting by electronic means or by mail under this section "shall not be used" in combination with a vote taken at a meeting of the unit owners.
The MCIOA does not appear to state that remote meetings cannot be held. However, it does have the provision that electronic voting cannot be used in combination with a vote taken at a meeting, as discussed above.
To complicate matters, the Nonprofit Act allows for remote meetings of the board of directors if a quorum is present, unless prohibited by the bylaws. Furthermore, the Nonprofit Act states in §317A.431 that the board of directors may determine that an annual meeting of the members be held solely utilizing remote communication in accordance with §317A.450 Subdivision 2.
Therefore, legal counsel may be required to determine if an association may conduct remote meetings for members. It is crucial to determine which type of structure was used to organize the association to determine which of the statutes govern the procedures and policies for remote meetings and electronic voting.
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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