Annual Meeting during pandemic

We did ours online (and with call-in) - very easy. Of 320 or so single family properties, we have never had more than 10-15 attend the annual meeting. For the online/call-in meeting, we had about three people.

I see no reason to attempt to do this sort of thing in person during C19.

If there are those that have access issues (hard to imagine they can't place a phone call), simply let them know in advance what the online/call-in process will be - IMO it is their responsibility to figure out a way to join in, if they desire.

Totally agree with George.

There is absolutely no reason to even attempt an in-person meeting and all the logistics involved.

You can host a zoom (or other software/app) virtual meeting that allows connection with computer/smartphone/device as well as simply a telephone. Non tech-savvy neighbors can call a phone number and participate/listen that way.

I suggest deciding what software/app you are going to use, pay the small amount for necessary license/full version, practice numerous times with numerous people (so you know how to use, create meetings, moderate activities, etc.), and then write simple instructions for homeowners to follow so they can connect.

Maximize inclusion by:
- deciding how you're going to do it and then stick to the method, time, date that you pick and send out. If you have to change or postpone from whatever is initially sent, you'll confuse folks and possibly lose attendees.
- make instructions for how to join as simple and straightforward as possible.
- publish your agenda ahead of time so everyone knows what is going to happen and be discussed (probably something you have to do anyway).
- offer some sort of incentive to be given away to a randomly selected neighbor who must be in attendance at the meeting in order to receive.

I recognize the desire to want to meet in person - due to the C19 pandemic it is simply unwise, and due to technology it is simply unnecessary.

As of now we are still planning on an in person Annual Meeting but an electronic meeting has been lightly discussed. We will make a decision come October.

The solution to misinformation being spread by a homeowner (or even a single board member) is for the board to communicate regularly with the community. If the board doesn't do this, there is an unmet need and you can expect someone to step in to fill it.

It's hard to stop a single board member from "going rogue" like this, and as long as he isn't trying to paint this meeting as official, you can't really stop it. He is entitled to meet as one homeowner to another. You can have opinions about the folly of in person meetings during a pandemic, but it's not your job to save people from their own foolishness.

What the board can and should do:

* regular newsletters: don't need to be fancy, can be email or paper placed in flyer boxes around the community, preferably both

* email and/or text message blasts for breaking news and community alerts

* HOA web site that is kept up to date with board meeting minutes, current financials, and other items that people want to know about (may want to steer clear of social media, though, since it often becomes a source of conflict)

Using all of these can allow the board to show how much they are doing right and can prove that accusations of lack of transparency are not true. The more of this stuff you can put online, the better, because the pandemic isn't going away any time soon.

(To be realistic, though, all of these things won't stop someone who is lying. Our current president went on and on about "transparency" as a new board member. This was both amusing and annoying since the board she was complaining about had: opened up board meetings to homeowners (Ohio is not an open meeting state), sent out quarterly newsletters in print and online, and developed a web site that was updated regularly with financials, meeting minutes, informational articles about things a homeowner should know, copies of the governing documents, and other items that homeowners might request. Once she became president, the flow of information stopped. So much for "transparency".)

Cheryl,

Please start a new thread with your circumstances.

Eh, sorry. I didn't realize this was an older thread.

Cathy was kind to reply to Mercedes, but Meredes, please start a new thread.