A virtual HOA meeting is now common in community associations. Many boards want to understand how to achieve success in 2025. To do that, it’s essential to look at state laws, standard requirements, and tips that get the job done.
What is a Virtual HOA Meeting?
A virtual meeting is any meeting held via video or phone where members or the board attend remotely. It lets people participate in real time from anywhere. An example would be an HOA meeting teleconference.
A virtual meeting can feel just like an in-person meeting, provided the technology works well. It gives owners the power to vote, ask questions, and observe without leaving home.
The Rise of HOA Virtual Meetings
The HOA virtual annual meeting is no longer rare. It gained traction thanks to technology and the changing landscape.
Before 2020, some states already allowed remote meetings, but the COVID-19 pandemic significantly altered the landscape. It prompted associations to meet remotely and conduct votes electronically when in-person methods were not feasible.
Many states instituted emergency laws that permitted virtual meetings. But what started as an emergency rule soon became a staple for many associations across the country.
State Laws on Virtual HOA Meetings
Virtual HOA meetings are widely accepted, but the rules vary by state. Select states have passed laws to clarify them, while others leave it up to governing documents.
Here are just some of the states that have laws surrounding virtual HOA meetings.
California
AB 648 authorizes associations to conduct fully virtual HOA meetings. Boards must provide clear instructions, offer tech support, and use roll-call voting. Ballot counting still requires a physical location, but most board and membership meetings can now take place entirely online.
Florida
Under Florida Statutes Section 617.0721, nonprofit corporations, including HOAs, may hold remote meetings if the board authorizes it. Members who are participating remotely count as present and may vote. The association must verify identity and ensure remote participants can communicate and hear proceedings in real time.
North Carolina
House Bill 320 allows associations to hold meetings virtually unless their bylaws prohibit it. Boards must verify member identity, allow participation, and provide voting access. This law also covers electronic notices and remote ballots.
South Carolina
House Bill 4049 permits virtual meetings for HOAs and condos. Boards can set procedures for remote participation and voting, provided they align with governing documents.
Illinois
According to Section 108.15, unless the governing documents say otherwise, board members may attend and vote at any meeting using electronic communication.
Colorado
Colorado does not have an HOA-specific law for virtual meetings, but its nonprofit law (Section 7-128-201) allows remote meetings if the bylaws permit it.
Washington
Washington’s Association Meeting Flexibility Emergency Amendment Act updates the Condominium Act to authorize remote meetings by phone or video conference. This allows unit owner, board, and committee meetings to be held virtually, even if governing documents don’t authorize it.
Texas
Texas law explicitly allows for virtual board meetings under the Texas Property Code Section 209.0051. This section permits board meetings by phone or electronic means, provided each board member hears and is heard by every other. Additionally, owners attending virtually must be able to listen to all board members.
Virginia
Virginia Code Section 13.1‑844.2 permits meetings to take place solely via remote communication if the articles or bylaws don’t require a physical location.
The Importance of Compliance
Compliance is not just a box to check. It is what keeps board actions valid and protects the association from legal disputes. When a board holds a virtual meeting without authorization, owners may challenge any decisions or votes taken during that meeting.
Association boards should check state laws and their governing documents to ensure compliance. If the bylaws are outdated, board members should consider updating them with the help of a lawyer or HOA management company.
Compliance is not just a legal matter. It can also build trust within the community. Homeowners are more likely to participate and support the board’s decisions if they know the rules are being followed.
Common Compliance Requirements for Virtual HOA Meetings
State laws and association bylaws can vary from one community to another. That said, some compliance requirements are more common than others.
1. Proper Notice
Boards must send meeting notices with clear instructions on how to join online. The notice should include links, dial-in numbers, and tech support details.
The timeframe for this notice will depend on state laws and the association’s governing documents. Additionally, some might require electronic notice in addition to written notice.
2. Participation Rights
Virtual HOA meetings must have the same features as in-person meetings. That means owners must have the ability to speak, vote, and interact as they would if they were there in person. Just because they are attending remotely does not mean they don’t receive the same rights.
3. Identity Verification
It is essential to verify the identity of the attendees in the meeting. If the board fails to confirm that attendees are actual members, they risk leaking private information to non-members or the general public.
To ensure confirmation, the board must give secure logins to members. It is also a good idea to have a roll call at the start of the session.
4. Roll-Call Voting
If the virtual meeting will involve a vote of some sort, some states require roll-call voting. Roll-call voting is when a member casts their vote vocally, usually after the secretary calls their name. This process ensures transparency in a virtual setting.
5. Hybrid or Physical Options
Some states still require a physical location or hybrid setup for specific meetings. Many associations do this, even without a legal requirement, to accommodate members who aren’t tech-literate.
6. Recordkeeping and Minutes
The meeting minutes must reflect who attended virtually, how the association reached a quorum, and the results of all votes. This ensures transparency and accuracy of documentation.
The Bottom Line
A virtual HOA meeting can improve participation and convenience, but only if done right. Board members should look to their state laws and governing documents to guide their every step. In doing so, they can ensure compliance, keep residents happy, and improve engagement.
An HOA management company can offer guidance and support during meetings. Start looking for the best one in your area using HOA Explore!
