The boards of directors for Vermont HOAs, co-ops, and condominiums understand how difficult scheduling and holding an annual meeting may be for everyone. Owners and directors have schedules that might allow very little room to take several hours to appear at a meeting during the day or evening.
BuildingBoard has solved the problem for associations. Our platform for an annual meeting is entirely virtual. Meeting notices may be sent electronically, including meeting reminders. In addition, members may vote online from anywhere.
The platform is browser-based, meaning owners and board members can access the virtual meeting from any electronic device with browser access to the internet. Owners and shareholders can view the live meeting online and then cast their votes electronically.
The platform is simple and easy to use. There is nothing to download.
Missing a quorum causes numerous problems. First, bylaws may require a rescheduled meeting within just a few weeks. Second, owners may not return for another meeting, which means you might not reach a quorum. Third, it costs money to resend notices.
Scheduling a virtual annual meeting can solve these problems. Members and owners are more likely to attend a virtual meeting and cast their votes. There is no more frustration with board members in “limbo” because their terms have expired, but getting a quorum to hold elections is impossible.
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.
According to §3-108 of the Common Interest Ownership Act, owner meetings must be held at least once per year. The date, time, and place for the annual meeting should be addressed in the association bylaws. In addition, special meetings may be held as necessary to address issues and emergencies that impact the community.
Notice of the meeting must be provided to unit owners at least ten days before the meeting. However, the notices may not be provided more than 60 days in advance of the annual meeting.
According to §3-121, meeting notices may be delivered electronically or to a mailing address provided by the unit owner. The notice must contain the items on the agenda for the meeting. If the unit owner did not provide an address, the meeting notice should be hand-delivered or mailed to the mailing address for each unit.
Annual meetings are open to the unit owners, except during executive sessions.
Unless otherwise provided in the association’s bylaws, the minimum quorum for an annual meeting is 20 percent of the votes in the association. The individuals must be present in person or by proxy at the beginning of the annual meeting or have case absentee ballots.
Voting is permitted by electronic or paper ballot when a vote is conducted without a meeting, except when the bylaws prohibit electronic votes or votes without meetings. When a unit has multiple owners, a single owner may cast all the ballots for the unit.
Meetings are conducted by the most recent version of Roberts’ Rules of Order Newly Revised, unless otherwise provided in the bylaws.
Board members should look to their bylaws to determine if annual meetings may be held by video, telephone, or similar conferencing systems. Some bylaws might allow for these meetings or may not address the issues of virtual annual meetings and electronic voting. In that event, the board members could consult with the association’s lawyer to determine if they can hold a virtual annual 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.
