One of the challenging tasks board members face is choosing a date for the annual meeting of the association. Trying to choose a date that is convenient for all the board members is difficult. Choosing a date that will work with each member’s schedule is impossible. There must be a better way to hold annual meetings.
BuildingBoard has a better way to hold annual meetings and board meetings. Our virtual platform allows members and directors to attend live meetings remotely. They can participate in the meeting and submit votes with other members. BuildingBoard is easy to use and does not require you to download apps or software. All you need is an internet browser.
Missing a quorum means rescheduling a meeting. It also means that you could not conduct any business at the initial meeting. It can be time-consuming and costly to reschedule annual meetings of members. Additionally, not addressing community matters at the annual meeting could result in several problems for the board.
Allowing members to attend the annual meeting remotely could resolve the issue. Members who do not need to appear in person may be more willing to participate in annual meetings.
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.
Co-ops may choose to be organized under the Oregon Cooperative Corporation Act. Provisions under the Act that would apply to annual meetings include, but are not limited to:
Special meetings may also be called as necessary.
Condominiums organized under the Oregon Condominium Act must file a declaration electing to be subject to the provisions of the Act. Provisions of the Act that related to annual meetings include, but are not limited to:
Special meetings may be scheduled as necessary.
ORS §§94.550 to 94.783 refer to planned communities. A planned community is a subdivision that results in a pattern of ownership of real property. It does not include a condominium organized under ORS Chapter 100, a commercial or industrial subdivision, or a timeshare.
The homeowners association holds at least one meeting of the owners each calendar year. Notice of the meeting must be provided to the owners at least ten days before the meeting date, but not more than 50 days.
Unless the bylaws or declaration state otherwise, a quorum is the number of people entitled to cast 20 percent of the votes in a planned community. Votes may be allowed in person, or by proxy, written ballot, or absentee ballot. In addition, electronic ballots may be permitted by the bylaws or declaration.
Many homeowners associations are organized as nonprofit corporations. Therefore, they would be subject to the provisions of the Nonprofit Corporations Act. Provisions of the act that could impact annual meetings include, but are not limited to:
Special meetings may be called as necessary by the board of directors.
The Condominium Act permits directors to meet by telephone or other means of communication that allow the directors to hear each other simultaneously. (§100.420) However, if the majority of the condominiums are the principal residences of the occupants, the board of directors may only meet remotely for emergency meetings. The Act does not refer to remote meetings for unit members.
Section 62.205 of the Nonprofit Corporation Act states that the board of directors may authorize remote communication for a membership meeting. Members who participate remotely are deemed to be present in person, may participate in the meeting, and cast their votes. Remote participation in meetings is subject to the guidelines and procedures adopted by the board and the requirements outlined in the statute.
Boards of directors can refer to their bylaws and declarations or consult with legal counsel to determine if their associations fall under the Nonprofit Corporations Act.
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.
