In Person meetings vs Zoom meetings

HenryS7 (Pennsylvania)
Posts: 336

Posted:

Now that we're in December, just curious what other associations are doing regarding in person versus virtual meetings. Are you still having virtual Board meetings?

I am hoping that our board can resume in person meetings in the near future. Some board members I have not met in person, and some only rarely. Would be nice to start seeing them in person and having in person discussions instead of Zoom discussions.

PatJ1 (North Carolina)
Posts: 568

Posted:

Depends on your state. In NC it was approved that meetings can remain virtual. There are some rules to follow regarding elections. We never have a quorum so I didn't look at it too closely.

We will hold our annual meeting in March virtually. After 8 years on the board, it will be my last. Last years annual meeting lasted an hour compared to almost 3 hours with in person meetings with the same amount of attendees. Our board meetings, the same. Virtual meetings seem more organized and tend to be more civil.

HenryS7 (Pennsylvania)
Posts: 336

Posted:

Quote:

Posted By PatJ1 on 11/29/2021 9:56 AM
Depends on your state. In NC it was approved that meetings can remain virtual. There are some rules to follow regarding elections. We never have a quorum so I didn't look at it too closely.

We will hold our annual meeting in March virtually. After 8 years on the board, it will be my last. Last years annual meeting lasted an hour compared to almost 3 hours with in person meetings with the same amount of attendees. Our board meetings, the same. Virtual meetings seem more organized and tend to be more civil.

What about your Board meetings? Are they still virtual or in person or hybrid?

PatJ1 (North Carolina)
Posts: 568

Posted:

Even with only 3 board members getting together in person was almost impossible. We went virtual with Board meetings too. Even virtually they are difficult to schedule.

NC does not require open meetings.

MarshallT (New York)
Posts: 414

Posted:

Hi,

It really depends on what the association prefers. Some are moving to hybrid meetings so that those that want to meet in person can, and those that would still prefer to avoid larger gatherings can still participate.

LoriM15 (Florida)
Posts: 1,009

Posted:

We never stopped holding in person meetings. We tried hybrid (board in the clubhouse with residents on zoom) but, although we are not a 55+ community, a large majority of our homeowners are in that age range and had a lot of trouble with it. We are required in Florida to have all board meetings open with very few exceptions. So we all just masked and social distanced during meetings and dropped the zoom option. We don't have large attendance anyway. Our bylaws were changed last year to allow electronic meetings but we just don't use it.

BenA2 (Texas)
Posts: 1,273

Posted:

We have been doing in-person since around May. We have a few people who really hate virtual meetings. I prefer in-person but I don't see a huge difference between the two. I don't think I would object if the majority wanted to make all meetings virtual.

We actually had a little better attendance from owners when we did Zoom.

MichaelS56 (Minnesota)
Posts: 858

Posted:

Our Board continues to do zoom meetings for a number of reasons. One is that the management rep does not have to travel to the meeting, two, we can have access to all of our documents, and three it allows residents to listen in on the meetings. This allows a resident to have input during the homeowner input agenda time.

MichaelS56 (Minnesota)
Posts: 858

Posted:

Our Board continues to do zoom meetings for a number of reasons. One is that the management rep does not have to travel to the meeting, two, we can have access to all of our documents, and three it allows residents to listen in on the meetings. This allows a resident to have input during the homeowner input agenda time.

PatJ1 (North Carolina)
Posts: 568

Posted:

Quote:

Posted By MichaelS56 on 11/30/2021 5:52 AM
Our Board continues to do zoom meetings for a number of reasons. One is that the management rep does not have to travel to the meeting, two, we can have access to all of our documents, and three it allows residents to listen in on the meetings. This allows a resident to have input during the homeowner input agenda time.

We have some owners without the mobility to attend in person meetings and some that do not have the internet to attend online meetings. Some of our residents don't even have a cell phone. Those we can't help.

Allowing owners to call into a virtual meeting without internet allows them to attend. Having documents available when asked cuts down on follow up later and answers questions some just thought of asking, but won't.

Virtual meetings also offer the ability to remain anonymous. Many have questions and just don't want to be the one asking the question.

Times have changed rapidly. Personal interaction seems to be a thing of the past.

BobS38 (Oregon)
Posts: 57

Posted:

what about meeting location? I'm new to my board and the old guy that will never leave the board said:

"It has never been considered a good idea to have board meetings at a member's house (and we have never done it in the past) and I suggest we use the conference room at the nearby library"

Why would it not be a good idea to hold an organizational board meeting at a house on our street?

BenA2 (Texas)
Posts: 1,273

Posted:

The only issue I can think of is that the meeting place should be accessible for wheelchair users. Most homes are not. Other than that I cannot think of any reason not to have it at a home if you have someone who is willing to open their home to all the owners.

PatJ1 (North Carolina)
Posts: 568

Posted:

Years ago I opened my home to Board meetings. I stopped when I felt personally violated by the verbal attacks that took place in my dining room. No more of that.

We now meet at a public location or virtually.

AnnS12 (Wisconsin)
Posts: 67

Posted:

We are still holding monthly board meetings virtually. This seems to be working well for us.
Annual meeting was held in person with proper spacing and optional mask wearing.

HenryS7 (Pennsylvania)
Posts: 336

Posted:

Quote:

Posted By BenA2 on 11/30/2021 12:23 PM
The only issue I can think of is that the meeting place should be accessible for wheelchair users. Most homes are not. Other than that I cannot think of any reason not to have it at a home if you have someone who is willing to open their home to all the owners.

For us, we don't have a lot of homeowners interested in board meetings (usually). I'm opening my home to the board members, but the meetings are hybrid, so board members have the option to attend from home if needed. Homeowners can only attend virtually. If that is a problem for them, then we all will be virtual. Don't anticipate any issues as long as we run the assocation well. Homeowners in our community are young, have children, and very busy lives, and honestly don't care about HOA stuff.

BenA2 (Texas)
Posts: 1,273

Posted:

Quote:

Posted By HenryS7 on 11/30/2021 2:45 PM

Posted By BenA2 on 11/30/2021 12:23 PM
The only issue I can think of is that the meeting place should be accessible for wheelchair users. Most homes are not. Other than that I cannot think of any reason not to have it at a home if you have someone who is willing to open their home to all the owners.

For us, we don't have a lot of homeowners interested in board meetings (usually). I'm opening my home to the board members, but the meetings are hybrid, so board members have the option to attend from home if needed. Homeowners can only attend virtually. If that is a problem for them, then we all will be virtual. Don't anticipate any issues as long as we run the assocation well. Homeowners in our community are young, have children, and very busy lives, and honestly don't care about HOA stuff.

Lack of interest is a pervasive problem with HOAs but you still have to have open meetings. If owners have the option of attending in person then that option should be available to all. Even if you know for a fact that there are no owners using a wheelchair today, that doesn't mean there won't be for the next meeting.

BenA2 (Texas)
Posts: 1,273

Posted:

Quote:

Posted By HenryS7 on 11/30/2021 2:45 PM

Posted By BenA2 on 11/30/2021 12:23 PM
The only issue I can think of is that the meeting place should be accessible for wheelchair users. Most homes are not. Other than that I cannot think of any reason not to have it at a home if you have someone who is willing to open their home to all the owners.

For us, we don't have a lot of homeowners interested in board meetings (usually). I'm opening my home to the board members, but the meetings are hybrid, so board members have the option to attend from home if needed. Homeowners can only attend virtually. If that is a problem for them, then we all will be virtual. Don't anticipate any issues as long as we run the assocation well. Homeowners in our community are young, have children, and very busy lives, and honestly don't care about HOA stuff.

Lack of interest is a pervasive problem with HOAs but you still have to have open meetings. If owners have the option of attending in person then that option should be available to all. Even if you know for a fact that there are no owners using a wheelchair today, that doesn't mean there won't be for the next meeting.

HenryS7 (Pennsylvania)
Posts: 336

Posted:

Quote:

Posted By BenA2 on 11/30/2021 5:43 PM

Posted By HenryS7 on 11/30/2021 2:45 PM

Posted By BenA2 on 11/30/2021 12:23 PM
The only issue I can think of is that the meeting place should be accessible for wheelchair users. Most homes are not. Other than that I cannot think of any reason not to have it at a home if you have someone who is willing to open their home to all the owners.

For us, we don't have a lot of homeowners interested in board meetings (usually). I'm opening my home to the board members, but the meetings are hybrid, so board members have the option to attend from home if needed. Homeowners can only attend virtually. If that is a problem for them, then we all will be virtual. Don't anticipate any issues as long as we run the assocation well. Homeowners in our community are young, have children, and very busy lives, and honestly don't care about HOA stuff.

Lack of interest is a pervasive problem with HOAs but you still have to have open meetings. If owners have the option of attending in person then that option should be available to all. Even if you know for a fact that there are no owners using a wheelchair today, that doesn't mean there won't be for the next meeting.

All owners can attend the meeting via Zoom. They see the presentation and they hear the discussion that ensues between the board members. That option is available to all.

No homeowners are invited into my private home for the board meeting. If a homeowner wanted to insist that they needed to be in person, we'd have that meeting at neutral location.

HenryS7 (Pennsylvania)
Posts: 336

Posted:

To add, there is no homeowner forum at our meetings. I listened to a school board meeting and the public comment time was a waste of time because people commented about things that the school board couldn't make decisions about, and wasted everyone's time. Our bylaws and our state law do not require a homeowner forum at board meetings, so I have opted not to have one at ours. As the president, I set the agenda and preside over the meetings, so that is my decision to make. Of course I have concurrence from the rest of the board.

So, it's rather pointless for homeowners to attend and listen to us drone about stuff. They don't get to participate, interject, comment, or otherwise participate. However, we have our meeting schedule published on our website and all homeowners can contact the property manager for a Zoom link if they desire to attend by Zoom and listen to the discussions.

I have gone to great lengths to evaluate and purchase technology that will allow us to effectively have hybrid meetings and ensure that homeowners have a positive meeting experience should they choose to attend by Zoom.

BenA2 (Texas)
Posts: 1,273

Posted:

Quote:

Posted By HenryS7 on 11/30/2021 5:53 PM
To add, there is no homeowner forum at our meetings. I listened to a school board meeting and the public comment time was a waste of time because people commented about things that the school board couldn't make decisions about, and wasted everyone's time. Our bylaws and our state law do not require a homeowner forum at board meetings, so I have opted not to have one at ours. As the president, I set the agenda and preside over the meetings, so that is my decision to make. Of course I have concurrence from the rest of the board.

So, it's rather pointless for homeowners to attend and listen to us drone about stuff. They don't get to participate, interject, comment, or otherwise participate. However, we have our meeting schedule published on our website and all homeowners can contact the property manager for a Zoom link if they desire to attend by Zoom and listen to the discussions.

I have gone to great lengths to evaluate and purchase technology that will allow us to effectively have hybrid meetings and ensure that homeowners have a positive meeting experience should they choose to attend by Zoom.

I think it's great to have hybrid meetings. All I am saying is that all owners should have the same options. If you allow any owners to attend in person then all owners have the same right.

HenryS7 (Pennsylvania)
Posts: 336

Posted:

Quote:

Posted By BenA2 on 11/30/2021 6:05 PM

Posted By HenryS7 on 11/30/2021 5:53 PM
To add, there is no homeowner forum at our meetings. I listened to a school board meeting and the public comment time was a waste of time because people commented about things that the school board couldn't make decisions about, and wasted everyone's time. Our bylaws and our state law do not require a homeowner forum at board meetings, so I have opted not to have one at ours. As the president, I set the agenda and preside over the meetings, so that is my decision to make. Of course I have concurrence from the rest of the board.

So, it's rather pointless for homeowners to attend and listen to us drone about stuff. They don't get to participate, interject, comment, or otherwise participate. However, we have our meeting schedule published on our website and all homeowners can contact the property manager for a Zoom link if they desire to attend by Zoom and listen to the discussions.

I have gone to great lengths to evaluate and purchase technology that will allow us to effectively have hybrid meetings and ensure that homeowners have a positive meeting experience should they choose to attend by Zoom.

I think it's great to have hybrid meetings. All I am saying is that all owners should have the same options. If you allow any owners to attend in person then all owners have the same right.

Only board members are permitted to come to my house and attend in person. That's because of their status as board members. No homeowners who are not also board members are permitted to come to my house (except for my wife but she lives with me). Board members aren't attending at homeowners, they are attending as board members.

KerryL1 (California)
Posts: 14,550

Posted:

I just finished board service of 7 - 2 year terms. We had Zoom meetings for many months and changed to hybrid meetings a few months ago. I personally prefer in-person meetings because I can see the whole body of each participant. I can read body language better and see other nuances. But that's solely my problem.

Our HOA's owner attendance at board meetings has stayed roughly the same since before Zoom. We do occasionally have an absentee owner attend via Zoom. In recent months, about 40% attend in person and the rest by Zoom.

Henry, if your state, Washington, permits open board meetings that owners are permitted to attend, I think you must hold them where they actually can attend in person. That is, unless WA statute says otherwise.

Michael of MN: why can't Owners "listen in" if you hold in-person meetings?

Pat of NC: We do NOT permit anyone to be anonymous at virtual meetings. We we want to make sure they are legitimate owners.

LynneT (Florida)
Posts: 5

Posted:

We are back to doing in person but use zoom, A) for the occasional Board member who is away and B) we post the Zoom video on our website for others to see at their convenience.