Virtual HOA meetings offer a lot of convenience for both board members and homeowners. While they gained popularity during the pandemic, many communities continue to use them today. But, are virtual meetings still necessary or even allowed?
What are Virtual HOA Meetings?
Homeowners associations must have regular board meetings in addition to the annual membership meeting. These meetings allow HOAs to conduct business in a standard and transparent manner.
Normally, HOA meetings take place in person, with homeowners and board members in physical attendance. Some associations, depending on state laws and their governing documents, hold meetings electronically.
Virtual meetings are HOA meetings that are conducted using virtual tools such as Zoom and Skype. While virtual meetings do have a lot of benefits, they also have pitfalls. Additionally, not all associations are permitted to conduct meetings virtually.
The Rise of Remote HOA Meetings
Prior to the COVID-19 pandemic that began in 2020, HOA meetings were typically held in person. When the pandemic hit, social distancing became necessary to mitigate the spread of the virus. This forced homeowners associations to put a pause on meetings or move to a virtual channel.
Some states did not allow virtual meetings at the time the pandemic hit. These states would then pass temporary legislation allowing associations to conduct business remotely and safely.
The introduction of virtual meetings to a larger audience made their benefits obvious. After the relaxation of regulations, many HOAs now prefer to meet virtually. Whether or not virtual meetings can continue depends on state laws and the HOA’s governing documents.
Remote HOA Meetings in Illinois
Neither the Illinois Condominium Property Act nor the Illinois Common Interest Ownership Act address virtual meetings specifically. But, the Illinois General Not for Profit Corporation Act does.
According to 805 ILCS 105, board directors can conduct meetings virtually unless the governing documents say otherwise. The Illinois General Not for Profit Corporation Act applies to associations organized as nonprofit corporations.
Board members should refer to their governing documents, particularly the bylaws and CC&Rs, to understand whether they can hold virtual meetings or electronic voting. If the bylaws and CC&Rs prohibit virtual meetings, board members can consider amending them.
Pros and Cons of HOA Virtual Board Meetings
Virtual meetings come with both advantages and disadvantages. It is important to know what these are to make an informed decision.
Pros of Virtual HOA Meetings
Here are the benefits of holding virtual meetings.
- Improved Attendance. The flexibility of virtual meetings allows homeowners to attend from anywhere, thereby improving attendance.
- Increased Participation. Homeowners who don’t feel comfortable speaking or voting in person may feel more at ease doing so at virtual meetings.
- Ability to Record Meetings. Virtual tools allow the recording of meetings and posting them online later on for homeowners to review.
- More Productive. Virtual meetings tend to be more focused and allow the board to stay on the agenda. There is no room for ill-timed side comments, as the board can control the mute option.
- Saves Time and Costs. Homeowners can save travel time, while the HOA can save money on the venue. There would be no need to turn on any utilities in a meeting room or common area.
- Convenience. Virtual meetings are just more convenient for everyone. They eliminate the need for long commutes or commutes in dark areas. They also allow meetings to continue even with bad weather or when there are homeowners on vacation.
Cons of Virtual HOA Meetings
Here are the pitfalls of conducting an HOA meeting via Zoom or other virtual methods.
- Technological Difficulties. Due to their nature, virtual meetings are prone to Internet connectivity issues and power outage risks. Not everyone also has access to the right tools and devices needed for virtual meetings.
- Reluctance From Homeowners. Some homeowners may not want to attend virtual meetings or know how to participate in them. These are more common among senior owners or those who aren’t tech-savvy.
- Limited Engagement. Although virtual meetings can increase engagement, they can also give way to lower engagement. Some owners may prefer to speak in person or feel awkward speaking in front of a camera.
- Lacks a Personal Touch. In-person meetings allow homeowners to socialize beyond HOA business, while virtual meetings don’t offer that same option.
How to Hold Successful Virtual HOA Meetings
Virtual meetings can do a lot of good for homeowners associations, but it’s important to do them correctly. Here are the best tips to hold successful and productive virtual HOA meetings.
1. Make Sure Governing Documents Allow Them
First, HOA boards should confirm that state laws and their governing documents permit virtual meetings. If their governing documents currently don’t allow them, the board should consider making an amendment.
2. Provide Notice With All Information
Virtual meetings should follow the same notice requirements as traditional meetings. The HOA board should give advance notice according to state laws and their governing documents. This notice should also include all pertinent information, including how homeowners can join the meetings.
3. Offer Diverse Modes of Participation
It is important to be inclusive and considerate about the methods in which homeowners can join. Apart from video conferencing, the HOA should offer other modes such as audio-only, teleconference, and call-in.
4. Take Advantage of Tools
Board members should make use of the tools that come with their virtual meeting platform. These include polling questions, whiteboard collaboration tools, and screen sharing. Doing this will help fill in the gaps of poor body language and the lack of physical aids.
5. Have a Backup Plan
Virtual meetings are convenient, but they’re not perfect. Technology can fail, which is why board members should have backup plans in place. It’s a good idea to have a call-in number where owners can join by telephone.
Backup plans should also account for Internet connectivity problems, power outages, and glitches in tech. The HOA board can even schedule a session to orient less tech-savvy owners on how to use the platform. This will minimize user error and reduce frustrations.
If all else fails, the board shouldn’t be afraid to adjourn the meeting and postpone it to a later date.
6. Keep Meetings Short
As with traditional board meetings, it’s important to keep virtual meetings short. The HOA board should follow the agenda and allocate a time limit to each item. This will prevent Zoom fatigue, which can cause tension and impatience in participants.
7. Be Transparent
If the HOA board chooses to record the meeting, homeowners must be informed of this in advance. Homeowners must agree to the recording as well.
The Board’s Decision
Virtual HOA meetings can be beneficial to homeowners associations, but boards should first make sure this option is available to them. State laws and the governing documents will dictate whether or not virtual meetings are allowed. Beyond that, it’s up to the board to weigh the pros and cons and make a decision.
Hillcrest offers HOA management services, including help with board meetings, to communities in Chicago. Call us today at 630-627-3303 or contact us online to request a proposal!
