With local regulations on social distancing, meetings, and group gatherings, a lot of Homeowner's Associations are going to virtual HOA meetings. This may seem like a seamless transition; however, there are many things to consider when switching your HOA meetings from in-person to virtual.
Choosing a Platform
The first thing to consider is on what platform you will hold your HOA meetings. There are many options out there, so before choosing one, you should take a few things into consideration.
1) Security: You will want a platform that gives you a private room and is secure from hackers.
2) Accessibility: Does everyone who is attending have the necessary means to access the platform you chose? For example, if you are using Google Meetings, it requires everyone to have a Google account. Other platforms may limit the number of people that can join a call or meeting at one time. You will need to find something that allows all eligible people access.
3) User-Friendliness: Is the platform you chose user friendly? Keep in mind virtual meetings may be new to a lot of people, so you will want to choose something that everyone can easily use.
Make a Plan and Prepare Materials
Similar to a normal meeting, you will want to have an agenda of what the meeting will be covering. The difference will be in how the topics are presented and communicated to the HOA board.
Most platforms allow you to share your screen. An easy way to present topics is by creating a PowerPoint and sharing it with the group. This will allow everyone to see what you are presenting and keep a smooth flow throughout the meeting.
Voting
You have a few options when it comes to voting. One is using a virtual voting application. If you choose to use a voting application, make sure everyone has access and knows how to use the application prior to voting.
A second option is to send out ballots before the meeting and have a secure drop location. A few key people, such as the president and vice-president, can collect the ballots before the meeting and present results during the meeting.
Other Considerations
You may have other items to consider when conducting your virtual HOA meetings. Keep in mind this is a new environment for some people, and it may take some time for them to get used to it. For additional HOA support, fill in our form or contact Dominic at (858) 672-3100.