Hybrid HOA Meetings in California

Organizing in-person HOA meetings can be challenging for associations wanting to increase member participation. In 2024, new laws, such as the Davis-Stirling Act amendment, increased access to digital tools by HOAs. Hybrid HOA meetings in California are now possible, allowing members to attend meetings in-person or via virtual platforms. 

The law also allows for homeowner association (HOA) elections in California to be held online. Companies like ElectionBuddy offer online and mail-in voting services for organizations like HOAs, unions, and other entities to hold secure elections. A major benefit is increased member participation. 

Boosting Inclusivity With Hybrid Meetings and Elections

California homeownership is not limited to permanent residents. Property owners may be located anywhere in the world, which can make it challenging to attend in-person HOA meetings. As a result, member engagement suffers. Some members may not even be aware that HOA meetings are taking place, due to outdated mailing addresses or missing information. 

Under the Davis-Stirling Act, HOAs can interact with their members both digitally and through traditional mailing of notifications and ballots. This access has greatly increased the ability of members to engage with HOAs and attend meetings from anywhere. 

While HOA management is present in person for those who want to attend meetings onsite, anyone else can simply connect via virtual platforms like ElectionBuddy. 

With increased inclusivity, more individuals are able to communicate their wishes, concerns, and questions directly to HOA management. This helps bring a diverse array of ideas to the table that previously might have gone unheard. The key to arranging successful hybrid HOA meetings is ease of access for members. 

Simplifying the System

Prior to the Davis-Stirling Act, the answer to the question, “Can California HOAs hold virtual meetings?” was a strict ‘no.’ HOAs were burdened with sending out all meeting notifications, proposals, and ballots via mail and were required to hold meetings in person. 

Now, using Zoom for HOA meetings in California is possible, and the same is true of other user-friendly tools like Google Meet and Microsoft Teams. Because of this, members can now access meetings with a single click. 

When coupled with e-voting tools like ElectionBuddy, users are able to not only attend meetings, they can receive all the documentation virtually. Notifications and access credentials can be delivered via email along with documents and proposals. More confidential documents, such as financial information, election ballots, and sensitive audits can be stored securely to be accessed only by verified members via secure logins. 

Users often log into these systems using familiar systems like two-factor authentication via text message and other security measures. These are the same tools major financial institutions use to prevent unauthorized access.

This prevents bad-faith actors from gaining access to sensitive information or election results without proper authorization. It also provides members with the confidence that their personal information and critical documentation are secure. 

During meetings, board members and authorized representatives can also instantly share documentation with participating members. Other options like digital hand-raising and chat functions allow organizers to keep meetings on pace while addressing member concerns in real-time.

Hybrid Meetings Mean No Members Are Left Behind

Not everyone is digitally savvy. Elderly HOA members and those who have difficulty with technology still have access to paper documentation should they wish. The electronic meeting tools and voting are opt-in rather than opt-out. This means those already receiving HOA mail will continue to do so unless they choose to move their notifications and votes online. 

This helps to ensure that members who still prefer to do things the old way are able to do so. ElectionBuddy specifically offers both electronic and mail-in ballot options for its users for this reason. We can also facilitate all of this for HOAs, saving on time and administrative costs. 

ElectionBuddy also provides independent election experts to help HOAs navigate the laws surrounding elections. The Davis-Stirling Act specifically states that HOAs may not conduct an online election without an independent inspector of elections. These individuals are the sole persons who have access to ballot information and voting records before the election is complete. 

When voting is finished, the independent inspectors provide the results of the election alongside verifiable audit trails. This allows the HOA to root out any inaccuracies found during the post election period and ensure transparency. In the end, transparency breeds trust in the democratic process and helps every member feel that their voice is heard!