In a Nutshell
- There are several ways to conduct association business outside of an in-person meeting.
- State law dictates alternative ways of conducting association business.
- Associations that experience difficulty gathering necessary meeting participants for an in-person meeting may still be able to establish a quorum and vote on issues by using an electronic meeting, allowing proxy voting, or conducting a ballot vote.
Nuts and Bolts
An electronic meeting takes place through an electronic medium, such as webinar or telephone, rather than in a traditional face-to-face setting. In order to hold a valid electronic meeting, participants must be able to conduct an informed and meaningful discussion, which requires that all participants be able to speak to and hear each other during the meeting. Email or chat messaging cannot be used for electronic meetings for the aforementioned reason. It is a good rule of thumb to include a statement in the meeting minutes that all meeting participants confirmed their ability to speak and hear the other meeting participants during the electronic meeting.