Annual meeting in the post-covid era

MichaelT21 (Arkansas)
Posts: 462

Posted:

All,

Pre-COVID, our annual meetings were sort of a "big deal" in our community. We begged people to come to meet quorum requirements, and in the event, usually about 30-40 people. We'd get a bunch of proxies and hopefully made quorum. The HOA president made a big speech and we talked about the community and held elections.

Then COVID happened, we all went virtual, and my state came out with absentee balloting. Thus, we now send out ballots in advance of the meeting and the election is held "by mail" rather than "in person". Attendance at last year's meeting dropped to about 10 out of 500 adults that we have in our community.

We had our budget ratification meeting last night, and about 5 non-Board-affilated homeowners showed up, out of 500 adults in our community. I spent about 45 meeting reviewing everything financial to our association and was a good presentation, but small audience.

I'm torn about how to conduct our annual meeting this spring. It's really not a good use of my personal time to put together a nice fancy presentation for 10 people. It almost seems like we don't to bother doing an annual meeting if we meet quorum in advance through asbsentee balloting.

Has anyone else here made changes to the format, content, or approach to the annual meeting today? I'm not talking virtual/in person, but rather changes to the format and content of the meeting.

To put it bluntly, the annual meeting is a waste of our time if only 1-2% of the adults come to attend.

TimB4 (Tennessee)
Posts: 21,059

Posted:

You spent 45 minutes on finances?

When I was treasurer, I would hand out the budget summery as the members checked in.
I would then announce that the board is considering x% increase for next year making the assessment $x,xxx.xx

I would then ask if there were any questions.
I would answer the one or two we got.

Took maybe 5 min.

I think you are trying to be too through.
I wouldn't want to sit through a 45 min. power point presentation on finances.

MichaelT21 (Arkansas)
Posts: 462

Posted:

Regardless if 5 minutes or 45 minutes, a meeting consumes an evening.

My question isn't about an analysis of what I did or didn't do, but rather a question about is there a different format that makes more sense today than a community meeting?

AugustinD
Posts: 1,027

Posted:

Quote:

Posted By MichaelT21 on 11/04/2022 11:34 AM
My question isn't about an analysis of what I did or didn't do, but rather a question about is there a different format that makes more sense today than a community meeting?

The Washington HOA statute and the Washington Nonprofit Corporation Statute both require an annual meeting of the owners. This is common nationwide. Don't like it? Run for state office and ask that the HOA statute and Nonprofit Corporation Statute eliminate this requirement. Until then, reflect on why this requirement exists in the first place for Nonprofit corporations with owners/shareholders. Reflect on why HOAs are usually required to be corporations.

TimB4 (Tennessee)
Posts: 21,059

Posted:

A better format - yes

Keep It Simple

Our meetings would run 1 hour - included the election and counting of ballots.

Granted, we had 130 vs. 500. So, your meetings shouldn't last more then 90 min.

Having handouts minimizes the need to go deep into everything.

Our handouts would include:

a) Agenda
b) Minutes from last annual meeting
c) Presidents list of accomplishments
d) Treasurers Report
e) Committee reports (if they desired to make one).
f) Maintenance Officer Report (projects done, projects in process, projects scheduled for next year)

We would spend 15 min or so on reports.
Another 15 on nominations from the floor and collecting ballots.
While the ballots were being counted - the floor was open for questions, comments or concerns from the membership.
When results were in, we would announce the new Directors and adjourn the meeting.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

Announce you will be voting on raising dues by 30% or special assessment of $500 for a new pool.

We announced an increase of 11% and no one gives a crap cause it's only $20 more we still don't have enough votes to make out 33% quorum 30 days latter. People are apathetic unless it hits their pocket book

vis ta vie

ConchoP (Texas)
Posts: 208

Posted:

Yup, we get anywhere from 10 to zero homeowners coming to the Annual Meeting, and we have 500+ homes.
We, of course, do snail mail and multiple email meeting announcements.

We still have in-person meetings and send out a link for members to attend online. It helps, but everyone is just too busy.

Emails go out saying meeting minutes have been posted, and when people do come to meetings and ask about something that we already talked about, I tell them to please read the minutes or wait until the end of the meeting, and we will be happy to discuss. We do that so those attending meetings don't have to sit there for 20 minutes and listen to previously discussed items.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

We never went virtual and we cancelled two Annual Meetings. We sent out a length informational package including saying the Present BOD would stay in place. We did not get one single "written" response/objection. All our owners were happy to accept what we did. Did we not do things "properly"? We did not. Were our owners happy? Yes. So slap our wrist with a wet noodle for punishment.

Our Annual Meeting this past April was an in person meeting. This was only the 2nd Annual Meeting where we have made Quorum (23 of 112 needed) without the use of Proxies. We put in place (via acclamation) the entire BOD of five (three incumbents and two new). As usually, we had to beg for people to be on the BOD. As we stagger two years terms, it was agreed the three incumbents would serve the typical two year term and the two newbies would serve one year terms.

MichaelS56 (Minnesota)
Posts: 859

Posted:

Tim spot on. What you did is what our treasurer does. The owners receive the budget draft 2 weeks before our annual meeting. We will have about 60% in attendance and the meeting lasts about 45 minutes. This includes voting on Board nominations.

SheliaH (Indiana)
Posts: 6,964

Posted:

Yes, everything comes down to what YOU want to do or feel is important, doesn't it? Somehow, I'm beginning to hope your arch rival or someone else comes along and votes you out. They may very well crash and burn (and then you can say Ha-Ha, a la Nelson from the Simpsons) On the other hand, you'd have your life back and wouldn't be whining about all the stuff you have to do as president.

Anyway, if your bylaws call for an annual meeting, that's what you do. You start by determining if you have a quorum - between proxies and whoever shows up, if the total number meets quorum, roll up your sleeves and begin the meeting. If you'd rather do all of this online so you don't have to worry about traffic or weather do that - in fact, if there's no quorum, you can end the gathering even faster by logging off.

See, there IS an advantage to virtual meetings as opposed to in-person meetings!

Say it with me - if you make quorum, have the meeting. Skip the presentation and work from an outline. You might consider putting together some sort of annual report and posting that to the HOA website so people down download it and read at their leisure. If people already know what's happening with the budget, you can skip that part. have the ballots counted in front of everyone so they can hear who won, announce some sort of transition/or organisation meeting for the newbies, adjourn meeting and go home. Oh, there could also be a resident forum somewhere in there.

This year we didn't have a quorum for our annual meeting either, but because our reserve specialist appeared online to explain the findings of the latest edition, everyone there decided to go ahead with his presentation, so the five or six of us who were there could ask questions, and we did. Then we went home because there was no election (so our current board continues). Sometimes the small meetings can be even more productive than the big ones, so don't knock it.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By SheliaH on 11/04/2022 1:27 PM
Yes, everything comes down to what YOU want to do or feel is important, doesn't it? Somehow, I'm beginning to hope your arch rival or someone else comes along and votes you out. They may very well crash and burn (and then you can say Ha-Ha, a la Nelson from the Simpsons) On the other hand, you'd have your life back and wouldn't be whining about all the stuff you have to do as president.

Anyway, if your bylaws call for an annual meeting, that's what you do. You start by determining if you have a quorum - between proxies and whoever shows up, if the total number meets quorum, roll up your sleeves and begin the meeting. If you'd rather do all of this online so you don't have to worry about traffic or weather do that - in fact, if there's no quorum, you can end the gathering even faster by logging off.

See, there IS an advantage to virtual meetings as opposed to in-person meetings!

Say it with me - if you make quorum, have the meeting. Skip the presentation and work from an outline. You might consider putting together some sort of annual report and posting that to the HOA website so people down download it and read at their leisure. If people already know what's happening with the budget, you can skip that part. have the ballots counted in front of everyone so they can hear who won, announce some sort of transition/or organisation meeting for the newbies, adjourn meeting and go home. Oh, there could also be a resident forum somewhere in there.

This year we didn't have a quorum for our annual meeting either, but because our reserve specialist appeared online to explain the findings of the latest edition, everyone there decided to go ahead with his presentation, so the five or six of us who were there could ask questions, and we did. Then we went home because there was no election (so our current board continues). Sometimes the small meetings can be even more productive than the big ones, so don't knock it.

Well said.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

Quote:

Posted By JohnC46 on 11/04/2022 12:34 PM
We never went virtual and we cancelled two Annual Meetings. We sent out a length informational package including saying the Present BOD would stay in place. We did not get one single "written" response/objection. All our owners were happy to accept what we did. Did we not do things "properly"? We did not. Were our owners happy? Yes. So slap our wrist with a wet noodle for punishment.

Our Annual Meeting this past April was an in person meeting. This was only the 2nd Annual Meeting where we have made Quorum (23 of 112 needed) without the use of Proxies. We put in place (via acclamation) the entire BOD of five (three incumbents and two new). As usually, we had to beg for people to be on the BOD. As we stagger two years terms, it was agreed the three incumbents would serve the typical two year term and the two newbies would serve one year terms.

LOL don't confuse owners being happy with what you did they just don't give a crap about it which doesn't mean they are halpy

vis ta vie

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By WendyM5 on 11/04/2022 2:16 PM

Posted By JohnC46 on 11/04/2022 12:34 PM
We never went virtual and we cancelled two Annual Meetings. We sent out a length informational package including saying the Present BOD would stay in place. We did not get one single "written" response/objection. All our owners were happy to accept what we did. Did we not do things "properly"? We did not. Were our owners happy? Yes. So slap our wrist with a wet noodle for punishment.

Our Annual Meeting this past April was an in person meeting. This was only the 2nd Annual Meeting where we have made Quorum (23 of 112 needed) without the use of Proxies. We put in place (via acclamation) the entire BOD of five (three incumbents and two new). As usually, we had to beg for people to be on the BOD. As we stagger two years terms, it was agreed the three incumbents would serve the typical two year term and the two newbies would serve one year terms.

LOL don't confuse owners being happy with what you did they just don't give a crap about it which doesn't mean they are halpy

Or they are happy not giving a crap. Until they want something....

ND (PA)
Posts: 792

Posted:

You obviously have to hold an Annual Meeting, just don't do things in your normal fashion. Make it easy on you/the Board to hold and conduct the meeting and make it easy for others to attend if they want to. If they choose not to, then that's on them? If you need people to attend for quorum or voting or whatnot, then that's a different story and you need to do what's necessary to get quorum if that helps your agenda (e.g., you getting re-elected versus someone else).

You spend hours preparing in-depth presentations because that's who you are and what you like to spend your time doing. I don't mean that negatively, it just is what it is. But also, don't blame others because they aren't as interested in that sort of thing and likely don't want to sit through lengthy presentation. That's just not who they are. And even though you bust your butt preparing a presentation on top of all the work that goes into being able to prepare the presentation (all your Board activity and gained knowledge by being an active Board Member), just know that nobody will ever fully appreciate the amount of time/effort spent. So don't waste your time to begin with.

You need to thoroughly prep to ensure accuracy of what you are doing and preparing, but you need to tailor your presentation to your audience . . . which is presenting highlights and key info (and NOT the excruciating details). But have those details avail for any questions that may be asked.

To summarize . . . I agree the Annual Meeting can largely be a waste of time. But since you have to do it per State Law and HOA documents, simply do it in a way that achieves the requirement with least amount of effort.

MichaelT21 (Arkansas)
Posts: 462

Posted:

Quote:

Posted By ND on 11/07/2022 5:23 AM
You obviously have to hold an Annual Meeting, just don't do things in your normal fashion. Make it easy on you/the Board to hold and conduct the meeting and make it easy for others to attend if they want to. If they choose not to, then that's on them? If you need people to attend for quorum or voting or whatnot, then that's a different story and you need to do what's necessary to get quorum if that helps your agenda (e.g., you getting re-elected versus someone else).

You spend hours preparing in-depth presentations because that's who you are and what you like to spend your time doing. I don't mean that negatively, it just is what it is. But also, don't blame others because they aren't as interested in that sort of thing and likely don't want to sit through lengthy presentation. That's just not who they are. And even though you bust your butt preparing a presentation on top of all the work that goes into being able to prepare the presentation (all your Board activity and gained knowledge by being an active Board Member), just know that nobody will ever fully appreciate the amount of time/effort spent. So don't waste your time to begin with.

You need to thoroughly prep to ensure accuracy of what you are doing and preparing, but you need to tailor your presentation to your audience . . . which is presenting highlights and key info (and NOT the excruciating details). But have those details avail for any questions that may be asked.

To summarize . . . I agree the Annual Meeting can largely be a waste of time. But since you have to do it per State Law and HOA documents, simply do it in a way that achieves the requirement with least amount of effort.

To be clear, our community has one homeowner who loudly beats on the "board is not transparent" drum, and at every opportunity, loudly speaks up about how we are a secretive organization that operates in violation of the law.

Presenting extensive information about our finances at the budget ratification meeting, or extensive information about our association in general at the annual meeting is the best way to combat the homeowner claim of lack of transparency. While only 5 people were present at the bug rat meeting, those 5 got an earful about how we go about making decisions, and no one can claim that were are not transparent.

So while you may consider my presentations to be a waste of time and not like them, I feel they present our association in a highly transparent light for the few that choose to attend.

ND (PA)
Posts: 792

Posted:

Quote:

Posted By MichaelT21 on 11/07/2022 8:16 AM

Posted By ND on 11/07/2022 5:23 AM
You obviously have to hold an Annual Meeting, just don't do things in your normal fashion. Make it easy on you/the Board to hold and conduct the meeting and make it easy for others to attend if they want to. If they choose not to, then that's on them? If you need people to attend for quorum or voting or whatnot, then that's a different story and you need to do what's necessary to get quorum if that helps your agenda (e.g., you getting re-elected versus someone else).

You spend hours preparing in-depth presentations because that's who you are and what you like to spend your time doing. I don't mean that negatively, it just is what it is. But also, don't blame others because they aren't as interested in that sort of thing and likely don't want to sit through lengthy presentation. That's just not who they are. And even though you bust your butt preparing a presentation on top of all the work that goes into being able to prepare the presentation (all your Board activity and gained knowledge by being an active Board Member), just know that nobody will ever fully appreciate the amount of time/effort spent. So don't waste your time to begin with.

You need to thoroughly prep to ensure accuracy of what you are doing and preparing, but you need to tailor your presentation to your audience . . . which is presenting highlights and key info (and NOT the excruciating details). But have those details avail for any questions that may be asked.

To summarize . . . I agree the Annual Meeting can largely be a waste of time. But since you have to do it per State Law and HOA documents, simply do it in a way that achieves the requirement with least amount of effort.

To be clear, our community has one homeowner who loudly beats on the "board is not transparent" drum, and at every opportunity, loudly speaks up about how we are a secretive organization that operates in violation of the law.

Presenting extensive information about our finances at the budget ratification meeting, or extensive information about our association in general at the annual meeting is the best way to combat the homeowner claim of lack of transparency. While only 5 people were present at the bug rat meeting, those 5 got an earful about how we go about making decisions, and no one can claim that were are not transparent.

So while you may consider my presentations to be a waste of time and not like them, I feel they present our association in a highly transparent light for the few that choose to attend.

Haha, I have no idea what you are seeking this time (actually most times for that matter). You come here saying, "It's really not a good use of my personal time to put together a nice fancy presentation for 10 people." I agree with you that you're wasting your time preparing presentations. Then you chastise me for saying I think your presentation is a waste.
Whatever man. Good luck!

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By MichaelT21 on 11/07/2022 8:16 AM

Posted By ND on 11/07/2022 5:23 AM
You obviously have to hold an Annual Meeting, just don't do things in your normal fashion. Make it easy on you/the Board to hold and conduct the meeting and make it easy for others to attend if they want to. If they choose not to, then that's on them? If you need people to attend for quorum or voting or whatnot, then that's a different story and you need to do what's necessary to get quorum if that helps your agenda (e.g., you getting re-elected versus someone else).

You spend hours preparing in-depth presentations because that's who you are and what you like to spend your time doing. I don't mean that negatively, it just is what it is. But also, don't blame others because they aren't as interested in that sort of thing and likely don't want to sit through lengthy presentation. That's just not who they are. And even though you bust your butt preparing a presentation on top of all the work that goes into being able to prepare the presentation (all your Board activity and gained knowledge by being an active Board Member), just know that nobody will ever fully appreciate the amount of time/effort spent. So don't waste your time to begin with.

You need to thoroughly prep to ensure accuracy of what you are doing and preparing, but you need to tailor your presentation to your audience . . . which is presenting highlights and key info (and NOT the excruciating details). But have those details avail for any questions that may be asked.

To summarize . . . I agree the Annual Meeting can largely be a waste of time. But since you have to do it per State Law and HOA documents, simply do it in a way that achieves the requirement with least amount of effort.

To be clear, our community has one homeowner who loudly beats on the "board is not transparent" drum, and at every opportunity, loudly speaks up about how we are a secretive organization that operates in violation of the law.

Presenting extensive information about our finances at the budget ratification meeting, or extensive information about our association in general at the annual meeting is the best way to combat the homeowner claim of lack of transparency. While only 5 people were present at the bug rat meeting, those 5 got an earful about how we go about making decisions, and no one can claim that were are not transparent.

So while you may consider my presentations to be a waste of time and not like them, I feel they present our association in a highly transparent light for the few that choose to attend.

First you say, "To put it bluntly, the annual meeting is a waste of our time if only 1-2% of the adults come to attend." Then you say the annual meeting is so important to 5 people that it's worth you spending the time and effort to prepare an elaborate presentation that almost all homeowners will never see or care about.

Which one is it?

MichaelT21 (Arkansas)
Posts: 462

Posted:

I think it's best said:

Being transparent is a waste of Board volunteer time, yet homeowners insist upon it.

The purpose of this thread was to check with others in other parts of the country to see if anyone here had figured out something cool and new for annual meetings & budget ratification meetings. It sounds like they have not.

KerryL1 (California)
Posts: 14,550

Posted:

It seems, MichaelT, that you have maybe own, who yelps about "transparency," your "Arch rival," a former board member. Perhaps s/he has influenced 2-3 others. Is that right? Why can't you plc your waaaay too long presentation on your website for that person and others to read.

I know you need your annual meeting for budget ratification. Otherwise, why not just be an election and perhaps appointment of committee members. A small gift of appreciation and a few words are presented to outgoing directors, if any. No reports are given because they are presented every month at the open board meeting. That's all we do at our annual members meeting. Usually our elections are contested, so about 25-30 owners attend. They also like to socialize while the ballots are being counted.

AugustinD
Posts: 1,027

Posted:

AFAIC what's best said is that statutes and covenants require that boards be transparent in specific ways. I figure this promotes (1) a lower likelihood of corrupt board practices; (2) a greater likelihood of optimal corporate functioning; and (3) supposedly a faster growth of local, state and federal economies (than would be possible without certain, transparent board practices).

ND (PA)
Posts: 792

Posted:

Quote:

Posted By MichaelT21 on 11/07/2022 9:18 AM
I think it's best said:

Being transparent is a waste of Board volunteer time, yet homeowners insist upon it.

The purpose of this thread was to check with others in other parts of the country to see if anyone here had figured out something cool and new for annual meetings & budget ratification meetings. It sounds like they have not.

I don't think what you said is "best said" or remotely even close.

IMO, being transparent would require minimal time if done right. Make good, informed decisions and let those decisions and any associated information speak for itself. Make all that available to your homeowners for them to obtain, sort through, and analyze. If questions arise, answer them factually. Minimal amount of time needed resulting in minimal waste.

If you think being transparent necessitates a 45 minute presentation on the minutiae of your financials (with hours and hours of your own prep beforehand), then you're doing it wrong. Actually such an approach probably begs more questions . . . like what are you trying to hide, obscure, or improperly justify with your overexplaining?

Here's a cool, new approach for you . . . follow Tim's advice earlier in this thread and Keep it Simple!