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Hosting a Virtual Association Meeting

Finding time for your association to meet and make decisions can be difficult, especially in the current circumstances we’re all facing. Many are turning to virtual conferencing as the perfect alternative to in-person meetings. Below are some of the important guidelines and benefits of a virtual meeting to consider.

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Benefits of a virtual association meeting:

  • Higher attendance – In-person meetings can often be difficult for people to attend if they have other obligations, but virtual meetings allow people to attend from home or from their office without any burden.
  • Screen sharing – Many video conferencing software allows you the opportunity to share your screen, therefore allowing attendees to see financial disclosure and important documents that are a part of the agenda.
  • Built-in recordings –  Some video conferencing software allows you to record the meeting, ensuring that your meeting minutes are accurate, and you have great records of what was discussed during the meeting.

General guidelines for holding a virtual association meeting:

  • In order to clearly hear the board, everyone in attendance should be “muted” by the meeting organizer.
  • If anyone wishes to speak, they should raise their hand, then wait to be called on and unmuted by the Chairperson before speaking.
  • Do not allow anyone to interrupt whoever has the floor of the meeting.
  • The only thing that attendees should be commenting on is agenda items. Keep people on topic!
  • Give attendees a time limit for how long anyone can speak in order to keep the meeting from lasting longer than necessary.

Expectations you should meet while holding a virtual association meeting:

  • Make sure notes/meeting minutes are still being taken by the designated board member.
  • The meeting should be hosted by the board president, and they are responsible for keeping the meeting on-topic and on time.
  • Invites and attendance should be mandated, just like they are for in-person meetings.
  • Start and end meetings on time.
  • The community manager should be ready to mediate in case of disagreements.

A virtual association meeting can be a great way to stay in touch with community members and keep the board on top of pressing matters. If your HOA Board needs any help managing your association or any questions about how to help residents in your community, contact Prism Realty Management. Learn about who we are, the services we offer, and our process, then give us a call at 512-676-5842.