Summary of Virtual Board Meetings Rules & Procedures: 

Electronic Meetings:

• Board and Committee meetings may be conducted entirely or partially through electronic means as determined by the Board.

• The virtual meeting platform (e.g., GoTo Meeting) is selected by the Board, with the option to change it at their discretion.

• Owners are informed of the electronic participation methods in meeting notices.

Validation of Membership:

• Owners must validate their membership interest to attend virtual meetings.

Meeting Format:

• Hybrid meeting options may be implemented if all attendees can interact effectively, combining physical and virtual platforms.

• Meetings are focused on agenda items and Association business matters.

• The Board may establish additional rules for the electronic meeting, such as chat usage and speaker time limits.

Participant Conduct:

• Non-Board/Committee members are required to mute their microphones, except during designated resident open sessions.

• Each owner is responsible for their audio and internet connections.

• The chairperson may mute or disconnect an owner causing undue interference, with decisions subject to debatable appeal.

• Attendees may be asked to identify themselves during the meeting, and unauthorized attendees may be denied access.

Executive Session:

• During executive sessions, other attendees are moved to a virtual waiting room.

• Attendees can return after the executive session to witness related votes.

Recording and Destruction:

• Recordings of virtual meetings will be destroyed after 30 days and will not substitute meeting minutes.

• Owners must inform the meeting administrator if they intend to record, and no recording is allowed without prior notification to the Board.

Alternative Participation:

• Owners unable or unwilling to participate electronically must notify management 48 hours in advance for reasonable alternative methods.

Legal Compliance:

• All Virginia law requirements for Committee meetings, including open session conduct, proper notice, and meeting minute preparation, will be adhered to.