Does your association have trouble scheduling meetings for members and directors? Do you find yourself struggling to choose a date that is suitable for everyone’s schedule? If so, you may wonder if there is a better way to hold association meetings? BuildingBoard has a better way.
BuildingBoard’s simple to use platform allows your members and directors to attend meetings remotely. Our system does not require downloading apps or software. All that is necessary is a device that accesses an internet browser. Everything is done online, including participating in the meeting and voting. We have made it easy for your members to attend meetings from any location.
Missing a quorum requires rescheduling the meeting and sending out new notices. Members need to come back for a second time to try to conduct association business. Even with a rescheduled meeting, there is no guarantee that enough members will show up to meet the quorum.
Allowing remote attendance can resolve problems meeting the quorum. When members do not need to rearrange their schedules to attend in person, it can encourage greater participation in members’ 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.
The Condominium Property Act applies to condominiums that have recorded a declaration that expresses the intent for a project to be subject to this Act. Except when a domestic corporation is formed to serve as a management body, the administration of the project is governed by the bylaws. The bylaws should provide for the management of the project, including details for voting, quorums, notices, and meetings.
Many condominium associations are organized as nonprofit corporations. If so, they would be subject to the provisions of the Idaho Nonprofit Corporation Act discussed in the next section.
Homeowners associations organized as nonprofit corporations are subject to the Idaho Nonprofit Corporation Act. Membership meetings are to be held annually. Notice of annual meetings must be given to members at least ten days before, but not more than 60 days before the meeting date. However, if the notice is sent other than registered mail or first class mail, the notice must be sent at least 30 days before the meeting date.
Voting may be made in person at a meeting. However, unless the bylaws or articles prohibit such action, the board may use a written ballot for voting. The ballots must meet the requirements of §30-30-508. Also, members may vote by proxy unless the bylaws or articles prohibit or restrict proxy voting.
Unless the articles, bylaws, or other sections of the Act provide for a lower or higher quorum, a quorum for the annual meeting is ten percent of the votes entitled to be cast on a matter. The votes may be present in person, by proxy, mailed written ballot, absentee ballot, or utilizing remote communication.
At least one-third of the voting power must be present to vote on matters not described in the meeting notice.
The bylaws of a homeowners association may permit the board of directors to authorize remote meetings or electronic participation in annual meetings.
Section 30-30-612 of the Nonprofit Corporation Act permits directors to attend meetings or conduct meetings through any means of communication. All directors must be able to participate simultaneously in the meeting. However, the section does not refer to the annual meetings of members.
Board members may check with their legal counsel to determine if their bylaws and the state law permit attending member meetings using remote communication.
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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