Virtual Meetings
Electronic/Virtual Meetings
Purpose:
To establish guidelines for the use of electronic communication, such as Zoom, to conduct council meetings, ensuring compliance with legal requirements, maintaining transparency, and promoting effective decision-making.
Scope:
This policy applies to all meetings of the Condominium Council, including regular meetings, special meetings, and committee meetings.
Definitions:
Electronic Meeting: A meeting where some or all council members participate remotely using electronic communication technology, such as video conferencing, teleconferencing, or other similar platforms.
Zoom: A specific video conferencing platform used for electronic meetings.
Quorum: The minimum number of council members required to be present for a meeting to be valid and conduct business.
Minutes: The official record of the proceedings of a meeting.
Policy Provisions:
Authorization: The Council may hold electronic meetings as permitted by the applicable laws and the condominium’s bylaws.
Notice: Notice of electronic meetings shall be provided in the same manner as for in-person meetings, including the date, time, location (if applicable), and how to access the electronic meeting (e.g., Zoom link, dial-in information).
Technology: The Council shall select an appropriate electronic communication platform, such as Zoom, that is reliable, secure, and accessible to all participants. Technical support shall be available if needed.
Quorum and Voting: A quorum must be established for an electronic meeting to be valid. Voting shall be conducted in accordance with the condominium’s bylaws, and a clear record of votes shall be maintained.
Participation: All council members participating electronically must be able to see and hear each other, and their identities must be verifiable. Participants must be located in a quiet environment with minimal distractions.
Minutes: Minutes of electronic meetings shall be recorded in the same manner as for in-person meetings and shall include the names of all participants, their method of participation (in-person or electronic), and any technical difficulties encountered.
Public Participation: If the condominium’s bylaws or applicable laws allow for public participation in council meetings, provisions shall be made to enable the public to observe or participate in electronic meetings.
Confidentiality: All council members shall maintain the confidentiality of discussions held during electronic meetings in the same manner as for in-person meetings.
Recording: Electronic meetings may be recorded with the consent of all participants. Recordings shall be securely stored and accessible only to authorized individuals.
Policy Review: This policy shall be reviewed periodically and updated as necessary to ensure compliance with evolving laws and best practices.
Additional Considerations:
Establish procedures for dealing with technical issues that may arise during electronic meetings.
Train council members on the use of the chosen electronic communication platform and proper etiquette for electronic meetings.
Consider using features like screen sharing or whiteboards to facilitate collaboration and information sharing during electronic meetings.
Ensure compliance with any accessibility requirements for individuals with disabilities.
By implementing this policy, the Condominium Council can effectively utilize electronic communication tools like Zoom to conduct meetings while maintaining transparency, ensuring legal compliance, and promoting efficient decision-making.
