One of the biggest problems board members face is coordinating an annual meeting or special meeting. The second problem board members face getting enough people to attend annual meetings to have a quorum.
There is a better way – hold virtual annual meetings. You never need to worry about reaching quorum again with the help of BuildingBoard.
BuildingBoard makes it easy to hold annual meetings. Members do not need to download software. Instead, they receive an email invitation and reminders. Then, on the day of the meeting, they can attend the meeting and cast their votes electronically.
A quorum is the number of people required to conduct business at an annual meeting. The quorum is generally a percentage of the owners in the community. If you do not have a quorum, you cannot elect board members or conduct other business.
Achieving a quorum is one of the most difficult challenges for most common interest developments.
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.
The Uniform Condominium Act (68 Pa. Stat. §§3101 to 3415) governs condominiums in Pennsylvania. According to §3308, an annual meeting of the association is required each year.
A notice of the meeting is required to be hand-delivered or mailed to each unit owner not less than ten days and no more than 60 days before the meeting. Notices must state the time and place of the meeting and the items on the agenda.
Section 3309 states that unless the bylaws provide otherwise, a quorum is reached when at least 20 percent of the persons entitled to cast votes for the executive board are present. The bylaws can require a larger quorum, but cannot lower the quorum to less than 10 percent.
A corporation owns the real estate in a co-op. The owners purchase shares of stock in the corporation, which makes them members of the co-op. Their shares also give them exclusive possession of a specific unit. The Real Estate Cooperative Act (68 Pa. Stat. §§5101 to 5414) governs co-ops in the state.
Section 5308 states that the bylaws must require an annual meeting of the association. No less than ten days and no more than 60 days before the meeting notices must be hand-delivered or mailed to the owners. The notice must provide the time and place for the meeting and the items on the agenda.
Section 5309 requires that at least 30 percent of the people who can cast votes for the board be present at the annual meeting for a quorum. The bylaws can require a higher percentage for a quorum, but cannot lower the quorum below 10 percent.
HOAs (Homeowners Associations) are governed by the Pennsylvania Uniform Planned Community Act (68 Pa. Stat. §§4104 to 4414).
HOAs are also required to have meetings at least once a year, according to §4308. Not less than ten days and no more than 60 days before the meeting, notices must be hand-delivered or mailed to each owner. The notices must provide the time and date of the meeting and the items on the agenda.
Section 4309 states that a quorum is present when at least 20 percent of the people who can cast votes for board members are present. The bylaws can change the percentage for a quorum, but the percentage cannot be less than 10 percent.
Pennsylvania has a virtual meeting statute that permits attendance of members and shareholders by telephone and other electronic means. As long as your association’s articles of incorporation, charter, or bylaws allow remote meetings and the meetings comply with the law and governing documents, you may hold your annual meeting remotely.
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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