Some of the most important HOA decisions must be made by membership vote, but many associations cannot make those decisions because they fail to attain a quorum. “Quorum” is the minimum number of members participating (in person, by ballot cast in advance or by proxy) so that a membership vote can be taken. The failure […]
Proxy, Proxy, Who Needs a Proxy? A Primer on the Use of Proxies in Associations (MN)
Recently, I had a conversation with the president of an association about an upcoming Board meeting that was expected to be contentious. The president casually mentioned that one director would be traveling internationally for work and would not be able to attend the meeting—”but it’s OK, we have her proxy.” Cue the sound of tires screeching […]
Strategies to Increase Meeting Attendance and Participation
Serving as a board member can be a fulfilling experience, but the role is not always easy. From enforcing deed restrictions, handling financials, and maintaining common areas (and more!), managing the association is an important responsibility, all on top of making sure your fellow homeowners feel welcome in the community. Read the entire article……………………………….
How to Guarantee Your Association Achieves a Quorum (OH)
Each year, every community association must have an annual meeting of its ownership. To have a legal meeting, however, certain procedural and legal requirements must be satisfied. Establishing quorum is one of these meeting requirements. Most of us have heard of the term “quorum,” but for many first-time Board members and owners, they may not […]
How’d They Do That? 8 Secrets to Good Attendance at HOA Meetings
Ever feel like the odds of pulling off a well-attended hoa meeting is as likely as spotting a unicorn in a field of four-leaf clovers? There are lots of reasons people may not be able, or even want, to attend board meetings. Here are eight ways to make them change their minds – and adjust […]
What is the Proper Procedure to Adjourn the Annual Meeting?
Asked – We recently concluded our Annual Meeting of the Membership. As always, we failed to achieve quorum. Rather than successively adjourn and reconvene the meeting, the Board concluded the meeting. Now we have several owners complaining, saying that the proper procedure was not followed when the Board concluded the meeting. What is the proper […]
Going Virtual for Your HOA’s Annual Meeting? Read This First (NC/SC)
As you’ve likely realized by now, virtual meetings are here to stay. And, though you may have mastered platforms like Zoom over the past two years, laws and best practices surrounding virtual meetings (especially annual meetings) for community associations continue to be updated. Here, we’ll dive into the expectations surrounding not only virtual meetings but […]
There Is No “Meeting by Ballot” Under New NC Law
Our firm’s attorneys have seen several recent association mailings entitled something to the effect of “Meeting by Ballot” or “Annual Meeting by Ballot.” It appears there is a belief among some that the recent adoption of House Bill 320 (“Modernize Remote Business Access”) created a new method of members meeting through a written instrument. It […]
HOA meetings: How to increase owner turnout
HOA meetings have several important objectives. And yet, the majority of owners feel apathetic (at best) about regularly scheduled meetings. While it’s hard to get your entire community excited about meetings, there are some steps you can take to boost owner turnout. Read the entire article……………………………….
Handling Community Conflict at HOA Meetings
It’s inevitable that some communities have a bully who attends board meetings in an effort to push their own agenda, belittle other members’ proposals, or even make others feel uncomfortable with their aggressive behavior. Sometimes it may be a homeowner; other times, it may actually be a fellow board member! So, what can you do […]
How to Run an Effective Online Meeting (NC)
With the passage of HB 320 (see Jim Slaughter’s article: Bill Adopted to Allow Electronic Membership Meetings and Voting in North Carolina Associations) we are seeing more communities opting to conduct electronic membership meetings to encourage greater participation and community interest in these meetings. Read the entire article……………………………….
How to Hold a Successful HOA Annual Meeting (NC)
The annual meeting is one of the most significant events held by community associations as it’s when elections are conducted, the budget for the upcoming year is presented to members, and important association-related business is discussed. Required by governing documents and state nonprofit acts, these meetings must be carefully planned to be efficient and successful. […]
The Dos and Don’ts of Condo Meeting Agendas (ON)
Meetings, and the decisions that come from them, play a critical role in maintaining and determining the future of a condominium community. Whether it’s an annual meeting or periodic board, committee, or project meeting, it’s important that these gatherings are productive and accomplish the intended goals. A well-prepared agenda can make or break your meeting—differentiating […]
Can Our Association Continue with Board Elections Without a Meeting? (GA)
Last summer we published a blog article on safely conducting community association business during COVID-19. Most of the advice was directed towards membership meetings. For example, many associations decided to hold board elections without a meeting by written ballot, and then they called virtual townhalls to announce the results and satisfy the other annual meeting […]
3 Types of HOA Meetings – What’s the Difference? (WA)
Meetings are integral parts of HOA management and aim to ensure successful community operations alongside harmonious living. They are an important and essential part of HOA governance. Homeowner associations operate as corporations and as a result, must regularly hold meetings involving board members and homeowners. In addition to holding regular board meetings throughout the year, […]
Symphonize Your HOA Meetings
A well conducted meeting is like a symphony. Using a well thought out plan, the Chair cues, directs, and closes the meeting much like a conductor. Conducting successful meetings doesn’t happen by chance. There is a combination of clear purpose coupled with ground rules. Here are some tips that can make your meetings like music […]
Meeting online or in-person, a hard choice (PA)
Now that things are opening up a bit, area organizations are offering live meetings alongside of the popular Zoom connectivity that have served so many during the pandemic. Providing both options in the same meeting is proving a challenge. Ann McNiff, Executive Director of the Chestnut Hill Community Association (CHCA) envisions a hybrid of in-person […]
HOA Annual Report: How To Make One For Homeowners
For a large chunk of homeowners associations, filing an annual report with the Secretary of State is nothing new. But, did you know that some HOAs must also prepare an annual report for homeowners? HOA laws can vary dramatically from one state to another, so not all associations need to do this. In Minnesota, for […]
Proxy votes are okay for condo associations (MA)
QUESTION: Recently our condo association held our annual meeting during which an election of trustees was conducted. One trustee brought proxies from seven residents (plus his own vote). One trustee resigned a couple of years ago in order to be appointed the resident property manager. This person also brought four or five proxies (plus his […]
HOA Homefront: How to embrace hybrid meetings in your community (CA)
Before the pandemic changed our world in early 2020, who knew about WebEx, Zoom, or RingCentral, or the many other virtual meeting platforms used since that time to allow HOA members to “attend” board or even membership meetings? In what seems like one short year, HOAs large and small have found the virtual meeting to […]
What Is a Majority Vote? (NC)
Like many things association related, the answer can vary by state and by association. That’s because some state statutes or governing documents define majority differently (“a majority of the entire membership” or “a majority of members present”). Read the entire article……………………………….
How to Be Heard at Your HOA Meeting
Homeowners’ associations are businesses, so their board meetings should be considered as business meetings and run accordingly. However, many states have no statutory requirements that certain parliamentary procedures must be followed at board meetings. So, while some HOAs follow Robert’s Rules, many don’t. This leaves some homeowners who faithfully attend their association’s board meetings feeling […]
How to prepare for an annual meeting (IL)
Q: The annual meeting for our association will be held this spring. Do you have any recommendations for a timeline of issues the board should address leading up to the annual meeting? Read the Q&A……………………………………
Condo World: A better way to meet (NH)
Some of us are old enough to remember when Zoom was simply a kids’ show on PBS. Now? It’s another noun that we’ve turned into a verb. We don’t search for things on the internet. We “Google” them. We don’t have meetings on the internet. We “Zoom” or “Skype.” (And have you ever noticed we […]
Virtual homeowners association meetings lead to increased attendance nationwide (NC)
When the pandemic first hit, homeowners association boards had a dilemma – how to hold meetings when people can’t meet in person like the government requires? Hope Carmichael, an HOA attorney and past president of Communities Associations Institute of North Carolina, told ABC 11 that CAI members turned to the governor. Read the article………………………………….
Homeowners’ Association (HOA) Annual Meetings: Why They Matter and How to Prepare (TX)
A lot unfolds during HOA board meetings, and every member should invest time attending. They are vital to an association’s success. At these meetings, the board holds elections, provides a big picture of budget, goals, upcoming projects, governance, and more. Read the article…………………………………
Staying connected: How communities are benefiting from virtual meetings
Virtual meetings were uncharted territory for many community associations before the COVID-19 pandemic forced boards and managers to conduct business remotely. Despite concerns over the privacy and security of online platforms and requiring legal guidance, some communities feel that meeting virtually provides several advantages. Read the article…………………………………….
Delaying Elections Can Backfire for Co-op and Condo Boards (NY)
It’s perfectly understandable that some co-ops and condos have postponed their annual meetings and board elections. Amid the upheavals caused by the pandemic – including working from home alongside equally frazzled family members – distracted board directors may not realize that a year has already flown by. Or they may simply want to adhere to […]
NC Executive Order Increases Attendance at Association Meetings
The Governor’s latest Executive Order, EO No. 195 issued this week, really isn’t about nonprofit corporations or homeowner and condominium associations. The Executive Order is instead aimed at easing COVID-19 restrictions on businesses, including restaurants and bars. However, there is one section that may be of interest to North Carolina HOAs and condos. Read the […]
Tips: “Virtual” Annual Meeting (AZ)
With the Covid-19 Pandemic still in full force, it is our opinion that associations should be conducting their 2021 annual meeting via a “virtual” platform such as Zoom. Under Arizona law, A.R.S. 33-1804(B) and 33-1248(B), an association must conduct an annual meeting of its membership at least once a year. An annual meeting is conducted […]
Condo World: Electronic condo association meetings now and in the future (NH)
One of the problems the pandemic has created is how to hold Association meetings, annual or special. A current question in a number of associations is how to hold them when (1) there are state orders against large gatherings, (2) some people who would otherwise attend a meeting won’t because of a fear of lack […]
Special Meetings in NC & SC Homeowners Associations and Condominiums
Community associations (homeowners associations and condominiums) hold several different types of membership meetings. Most will hold an annual meeting at which typical agenda items are common: reviewing or ratifying a budget, electing new members to the board of directors, and other regular business. Sometimes the governing documents for the association will specify the exact date […]
Differences Between Virtual and In-Person Large Annual Meetings or Conventions (NC)
At this point, the genie of virtual meetings is out of the bottle. And likely not to go back in. While it was inevitable that electronic meetings would become more commonplace, the pandemic has instantly made everyone fairly expert at Zoom, GotoMeeting, Microsoft Teams, and other virtual platforms. Read the article……………………………….
Conducting Community Association Virtual Annual Meetings in Compliance with Florida Law
With the Covid-19 vaccines now rolling out across the country, there is hope that in the coming months gatherings of individuals who have been inoculated could safely take place. In the meantime, many community associations are continuing to conduct virtual meetings with attendees participating online or via telephone conference. Read the article…………………………..
Community Association as Democracy: Transition of Power Without a Condo Coup (NY)
When purchasing a residence in a condominium, homeowners association or a co-op, you by default agree to reside in a community association. You live in relatively close proximity to your neighbors and equally share the right to utilize common areas, whether it’s a lobby, pool, gym, parking lot and/or clubhouse. Monthly association dues fund shared […]
For homeowners associations and condo boards, the show must go online
The coronavirus pandemic has caused everyone to reexamine the way they live. We were forced to find new ways to work and socialize that we could not have imagined before 2020. People working and serving as volunteers in community associations face these same challenges. In many instances, they have been forced to find ways to […]
Tips for Meeting Quorum at Your Annual Meeting
Annual meetings are a very important—and required—event for all homeowners’ associations (HOAs). It’s the time to elect new board members, review the budget, and discuss the general state of the community. Nonetheless, despite the value of the event, meeting a quorum has always been a challenge for board members. With communities feeling the effects of […]
Board Meeting and Annual Meeting Notice Requirements
Why are HOA board meetings important? In short, you can only make some decisions in a meeting. For example, most states require associations discuss and vote on financial business items only in an open board meeting. The legal requirements involved in what you can and can’t discuss in meetings makes each meeting important. Read the […]
The role of the president’s report in a condo AGM
The annual general meeting (AGM), also known as an annual meeting, is arguably the most important meeting for condo communities. Members are elected to serve on the board of directors. Owners are given an opportunity to hear about the corporation’s financial health, projects, and other significant issues. Read the article…………………………………..
5 Tips for a Successful HOA Election
A successful election process for a homeowners’ association (HOA) is necessary for the safety and well-being of the community. HOA elections occur when it’s time to elect the board of directors for an association according to its governing documents. Typically, HOA elections are held at an annual meeting, and members of the community association vote […]
Were Those Remote Meetings Authorized? (MA)
With in-person gatherings proscribed by the pandemic for much of this year, many condominium boards have conducted essential business remotely and many associations have canceled their annual meetings, allowing owners to vote electronically to authorize improvements or to elect new board members. While the imperatives for these nontraditional operations ? complying with local or state […]
Condo World: Tips for meeting during the pandemic (NH)
The second wave appears to be upon us. Now that summer has receded like the tide, people are returning to living and socializing inside and in close quarters, where all viruses have a greater chance of spreading. Read the article……………………………….
The Types of HOA Meetings
So, you’ve purchased a home in an HOA – what are all these meetings? Do you need to attend? In this article, we will discuss the various types of meetings that are commonly held in an HOA. From board meetings to annual meetings to committee meetings – and more – there is a lot going […]
Written Ballot or Proxy, What’s the Difference? (CO)
With annual meeting season upon us, along with the restrictions and complications attributable to the COVID-19 pandemic, and the need for associations to continue to conduct business, it is a fair assumption that many boards, managers, and homeowner are trying to figure out ways to take action without being physically present at a meeting. There […]
Election Season is Upon Us! (FL)
For condominiums and cooperatives there are a few statutory election guideposts that start with the numbers 60, 40, 35 and 14*. Sixty (60) days prior to your annual meeting election the first notice must be sent to all unit owners telling them when the annual meeting and election will be held and asking anyone who […]
Holding Virtual Annual Meetings (CO)
Many HOAs are hosting their required annual meetings towards the end of the year. In addition to the stress of making sure such meetings run smoothly, Boards and managers have to also navigate annual meetings during the COVID pandemic. Read the article………………………………….
Director Elections in HOAs (i.e. Welcome to the Wild, Wild West) (FL)
An increasing number of homeowners’ associations are adopting a two-notice, advance-nomination process for electing directors, similar to the election procedures statutorily dictated for condominium associations. Yet with many HOAs still operating with governing documents drafted by the developer, it is not uncommon to hear about situations where an association is running its condo-like election based […]
Ask SAM: HOA wants to change annual meeting (NC)
Q: Due to restrictions imposed on gatherings because of COVID-19, and health concerns for residents, our HOA is considering not holding an annual meeting this year as required by law. Instead, they plan on mailing ballots to each homeowner so residents can vote on the proposed budget for 2021 and candidates for election to the […]
Electronic Voting Tips for HOAs
Holding meetings virtually has brought questions about how residents can cast votes for an election during an association’s annual meeting—and how boards can remain compliant with their governing documents. Read the article……………………………..
New Robert’s Rules of Order
For organizations that follow Robert’s Rules of Order, most tend to use the newest edition. That’s because either a state or federal law or the governing documents refer not to a specific numbered edition, but to the latest edition. For instance, two North Carolina state statutes (NCGS § 47F-3-108 & 47C-3-108) provide that as to […]