Zoom meetings - Limitations, Concerns, Impact on owners, and Annual Meeting

 

Zoom Meeting PC Screen

Zoom has become a popular means and method for remote group meetings, spurred by the realities of the CCP Covid-19 pandemic.  The board of the association adapted this approach as a method to comply with legal requirement to hold open Association meetings.  At this time the board could return to open meetings in a public setting they have chosen not to do so. Or, they could the meetings in an open setting and simultaneously use Zoom for remote attendees. 

The monthly meeting was held on September 9 via Zoom and annual meeting was held on September 23, 2021 via Zoom. An agenda was posted by management online for the September 9 meeting. No agenda was posted for the September 23 meeting.

For the annual meeting most of the board was present via Zoom, as were the candidates and a handful of owners.  The Zoom meeting was only about 30 minutes in length.  The main task was about the election, and results were announced. Several questions were asked by owners.  One owner inquired about the torn up landscaping and improvements at the Northern entry. "There have been additional 6 weeks delays in materials." was the board response. There was no discussion of the water main project. As usual, the board could not or would not answer complex questions and so an owner gave up and said "I will email management about this." Such emails are supposed to be included in the monthly packet, but there is no way to know if the board reads them.  Using that approach delays a response by 30 to 60 days.  LOL.

For whatever reasons, it is my understanding that the annual meeting a couple of days ago via ZOOM was attended by most of the board and only a handful of owners who were not board members, or board candidates.  That's indicative of the consequences of a lack of board commitment to robust communications by the board. 

Zoom Open and Equal Access?

Knowing some of the board members, I wonder if management provides them with the computer technology so they can attend these remote meetings.  That raises a question about open and equal access. Boards are prohibited from creating multiple classes of owners. With Zoom, local owners who lack the technology are prevented from attending.  The pandemic is no longer available as an excuse. 

Owners need to provide ZOOM enabled communications technology at personal expense.  This may not be the case for board members, who may have technology and support provided to them by management at owner expense. 

One advantage of Zoom is that it does allow remote owners to attend the meeting. However, it requires a high-speed internet connection, or significant data using a smart phone or tablet.  It also requires appropriate technology. Not all owners have these things. Such technology is an expense for owners. I do wonder if management is providing technology to board members so they can attend Zoom meetings.  It would be more equitable to hold an "open" meeting which owners can attend by driving to the park district as in the past. In addition, that meeting could be broadcast via Zoom. Such an approach would expand access. Those who lack the technology could physically attend while others could simply attend via remote access. 

Clearly, not all board members understand the need for robust communications. Boards are prohibited from creating multiple classes of owners. All owners should be communicated with equally and fairly.  Not all owners attend monthly meetings. For truly remote owners this may be impossible, and it is my understanding that about 25% of the ownership does not live on the property. Some are thousands of miles distant.

For whatever reasons, it is my understanding that the annual meeting a couple of days ago via ZOOM was attended by most of the board and only a handful of owners who were not board members, or board candidates.  That's indicative of the consequences of a lack of board commitment to robust communications and is also indicative of where owners lie with such tech. 

Low owner involvement is an issue for this association. I'm sure there are those on the board who would argue "Why hold an open meeting in a public setting if most owners won't attend?"  How convenient for the board.

Zoom Limitations

Today, with the arrival of ZOOM meetings, it may be easier for all owners to attend, if they have the technology available. However ZOOM also provides a shield for boards.  A common refrain from the board when asked questions is "We'll get that to you." One owner (not me) is still waiting for the financial information she requested nearly two years ago.  

A few years ago I would bring my digital projector and other demonstration aids to the Association meeting. A large white board was available. Owners could be given hand-outs and even copies of the meeting agenda. Today what we get is literally the talking heads. 

I think boards will be more inclined to abuse the closed door "Executive Privilege" portion of the meetings. I can state from personal experience this is considered by some board members to be a convenient way to avoid discussion of certain things in front of owners.  Discussions do include items not on the published agenda. For example, when I was on the board, using the privileged information provided by management to the board in the monthly packet, I prepared a spreadsheet of the state of delinquent owners. It included the number of owners and the dollars delinquent. There were no names, individual lists or other protected information in that sheet. 

I would discuss this as a summary during the open portion of the meetings. Some board members resisted this, preferring to table this information for discussion during the closed door portion of the meetings. 

I'm of the opinion that this is an abuse of the privilege. Owners are entitled as shareholders to know the financial condition of the association and impediments to the financial health. Names, addresses and so on are protected information because the owners involved have specific legal and privacy rights. 

September 9, 2021 Agenda as posted on website by management

BRIARCLIFFE LAKES MANOR HOMES CONDOMINIUM ASSOCIATION BOARD MEETING AGENDA  September 9, 2021 

I. Approval of the August 12, 2021 Meeting Minutes 

II. Treasurer's Report 

III. Work Orders

IV. Sales Report 

V. Correspondence 

a. Architectural request 

b. 2 email correspondence 

VI. Old Business 

a. Front Entrance (in process) 

b. Windowsill (in process) 

c. Paving Schedule (update) 

d. 1661 Dover Ct Foundation repair (update) 

e. Water Main Report (pending) 

VII. New Business (action items) 

a. Insurance renewal (September 1 st) 

b. Tree Removals (Sava Tree) 

c. North Entrance Landscaping Proposal (Clarence David’s) 

d. 2022 – 2026 Landscaping proposal (Clarence David’s) 

e. Management agreement 

 VIII. Committee Reports

a. Rules & Regulations

b. Architectural & Maintenance

c. Newsletter 

d. Landscaping 

e. Welcome

f. Water Main

IX. Homeowners' Comments

X. Executive Session

a. Violation report (hearing for census fine)

b. S621A Leak between unit Legal opinion (Board discussion) 

c. McWilliams (all emails) 

d. Delinquent accounts 

XI. Adjournment

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(C) 2021 Norman Retzke