Resumption of in person meetings

When are your board meetings, budget ratification meetings, and/or annual meetings going back to in person? Are you going to continue offering a Zoom option (hybrid meeting) or are you going to go 100% online? Are you already back to in person meetings?

For our board, I am trying to nudge them back to in person meetings. I have barely met most of the other board members - one I never have seen in person and the remainder I have seen only on rare occasions. I'm ready for us to have our discussions and deliberations in person where we can see each other and talk to each other face to face.

However, COVID is still raging even after all of this time.

Beyond COVID, times have changed in the last two years. I think homeowners will continue to expect that we tap into our meetings with Zoom, so I have been looking into equipment needed for us to run hybrid meetings. It'll take a couple of conference mic/speakers, plus a Zoom account, and a projector. Not sure that the rest of the board will be willing to fund that, they might think that being on 100% Zoom is just fine.

I'm proposing maybe $1000 in equipment and Zoom license fees to develop hybrid meetings. I think allowing homeowners to attend meetings will really increase the transparency of the board, which will make homeowners happy. Few will attend, but at least by having Zoom meetings, it creates the right mental model that our board meetings are open.

I know that some board members will be reluctant to leave their homes because Zoom is just easier, cozier, and they can "multitask" (i.e., not pay attention) easier.

What are you guys doing about in person meetings?

We started hybrid board meetings a couple of months ago, but all was set up by our Board prez who's an IT whiz. I don't remember the cost. Many owners till prefer to attend via Zoom and maybe that's the best way for you to proceed at this time, Henry.

CA doesn't require that owners ratify the proposed budget. Are you sure AZ requires this step?

Henry, does AZ require Owners to somehow ratify the upcoming budget? In your open meeting state, the Board, of course, should approve the budget at an open meeting via Zoom or in person.

So we don't even know if your HOA is in an open meeting state? And some posters even have looked up AZ statutes for you. I promise, no one will guess who you are if you all us your real state. that's the ONLY was to get accurate info!

I believe many misunderstand how Budget Ratification works. I had plenty disagreeing with me until I got our attorney to talk to them. In our SC Covenants:

1. The BOD can raise the Dues as much as they want once a year. What we have to do is on or before 12/01 send out (US Mail) the upcoming Yearly Budget showing the dues increase effective 01/01.

2. Owners can call a Special Meeting prior to 01/01 and if 51% OF ALL OWNERS DISAPPROVE the new budget, the present years budget says in effect with a 5% dues increase. Do reread: 51% OF ALL OWNERS.

For some reason (I actually know why/how) many of our owners and some Members of the BOD misunderstood how it works. They believed the BOD could increase dues by 5% only and if any more, owners had to approve. Wrongo.

Bottom line is our owners do not have to approve any dues increase.

Our last annual meeting was in February. It was live but there was social distancing, everyone had to wear a mask, and I think someone was going to check temperatures at the door. As I recall, the weather was nasty, so I didn't go. I haven't seen anything on the website indicating it was held. That wouldn't surprise me because getting quorum has been an off and on again saga.

Personally, I think you should let the COVID numbers in your area be your guide. If a fair number of people are vaccinated and/or are willing to wear a mask, try to have it live. I would also make it a hybrid session, so those in high risk groups can attend via Zoom or call in If they don't have internet access.

I was just thinking about Fair Housing laws in conjunction with in-person meetings.

What happens if you have a house-bound individual who requests a reasonable accommodation in order to participate in meetings? I think the law says you have to provide one, which pretty much means something like Zoom. If the person needed a wheelchair but otherwise could get around, then you could scout around for accessible meeting sites - which may be in short supply depending on where you live and may involve an expense. In this case, online meetings would still probably be an easier option.

And once you've got it set up for that one person, why not roll it out for others who just want the convenience? This could also help with quorum issues.

Sheila brought up bad weather, which is also a thing for us since our annual meeting has to be held during the first quarter of the year per our bylaws. Many things have to be cancelled at the last minute because of snow and ice storms, and without any amenities in our community that could handle the meeting crowd, we always have to drive somewhere (and it's often after dark - we have a few owners with restricted driver licenses who can't drive after dark - they have to catch a ride with someone who is attending, or not go at all).

Again, I'm glad for your HOA and you that owners will be able to attend Board meetings. But they are just that--business meetings of the Board. I personally don't think it's good idea at all to have a little social time to talk about kids & dogs. Since not even you, you'e written, have met all other board members, as presider of the meeting, introductions seem useful. If only 2-3 owners are in attendance, you might ask them to introduce themselves as well.

Otherwise, welcome owners. Make it again clear to them that they are present as observers. Let them know upfront if/when there will be an open forum for their questions & comments.