How to Do Virtual Voting in North Carolina

Hi Alison,

In North Carolina, homeowners associations (HOAs) can conduct virtual meetings and facilitate voting through electronic means, as authorized by House Bill 320, enacted in September 2021. Before proceeding, examine your HOA’s bylaws and articles of incorporation to confirm that virtual meetings and electronic voting are permitted.

Make sure to provide all members with timely notice of the virtual meeting, including the date, time, and detailed instructions on how to participate remotely. The notice should also outline the procedures for voting during the virtual meeting. Implement measures to confirm that each participant in the virtual meeting is a member of the association. This can be achieved by requiring members to register with their full names and unique identifiers before joining the meeting.

Ensure that the virtual meeting platform allows members to participate in discussions, ask questions, and hear the proceedings in real-time, replicating the experience of an in-person meeting. During the virtual meeting, members can vote on matters using electronic voting systems. The platform should provide a secure and confidential method for casting votes, with clear instructions on how to submit them. Alternatively, the association may distribute electronic ballots to members prior to the meeting, allowing them to vote on proposed actions.

After voting concludes, tally the votes and announce the results to all members. Ensure that the voting process and outcomes are documented in the meeting minutes for future reference.