Organize remote homeowners' association meetings effortlessly

HOA’s meetings can be held in different formats, depending on the needs of the community, the number of owners, and the technical facilities available. There are currently three main options:

• In person: Traditionally, meetings are held in a community room, a professional office, or any space suitable for gatherings. This format requires all owners to attend physically and can lead to attendance issues, especially when some owners live in another city or abroad.
• Fully online: Online meetingsallow the gathering to take place entirely through a digital platform. Owners can join from anywhere in the world, review documentation, participate in meetings, and vote securely online using an online voting system. This format significantly increases participation, reduces costs, and ensures a clear record of all decisions.
• Hybrid: Hybrid meetings combine in-person attendance with online participation. Some owners attend physically, while others
  join remotely. Online voting platforms allow all owners to exercise heir voting rights equally, regardless of how they attend.

Yes, homeowners’ meetings can be voted on online, both in regular and extraordinary meetings, as long as the system ensures:

• Secure identification
• Voting integrity
• Result recording
• Process auditing

Some online voting platforms, such as Kuorum, are specifically designed to meet these requirements.

Yes. Online neighborhood meetings are legal as long as the requirements established by the Condominium Law are met, especially with regard to:

• Identification of owners
• Guarantee of the right to vote
• Record of agreements
• Access to documentation

Online voting software such as Kuorum allows these requirements to be met in a secure and verifiable manner.

To run an online HOA meeting, you must:

• Define the agenda
• Notify all owners
• Respect the legal notice periods
• Clearly indicate whether the meeting will be in-person, online, or hybrid

Using an online voting platform allows you to centralize the meeting notice, documentation, and voting process in a single environment.

In general:

• Regular meeting: at least 6 days´notice
• Extraordinary meeting: there is no legal minimum notice, but it is best practice to allow enough time for all owners to be informed

Digital platforms make it easy to send notices immediately and provide automatic reminders.

An extraordinary homeowners’ meeting can be called by:

• The community president
• The property manager
• A group of owners representing at least 25% of the shares or owners

A neighborhood association meeting may be challenged when legal requirements or the rights of property owners have not been respected. Among the most common reasons for challenging a neighborhood association meeting are:

• Incorrect call for bids, for example, legal deadlines have not been met or not all owners have been informed.
• Deficiencies in the agenda, when agreements are adopted on matters that were not clearly included in the notice of meeting.
• Lack of quorum or incorrect majorities, if the number of owners or quotas required by law to make certain decisions is not reached.
• Violation of voting rights, preventing the participation of a property owner or not correctly counting their vote.
• Errors in the minutes of the meeting, such as incorrectly recorded agreements or incorrect voting results.
• Adoption of agreements contrary to the law or the community statutes.

The use of online voting software in face-to-face, remote, or hybrid meetings helps minimize these risks, as it allows for proper notification, guarantees the identification of participants, automatically records votes, and generates clear evidence of the entire process.