January 2025
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Following the final implementation of changes to the Unit Titles (Body Corporate Governance and Other Matters) Amendment Act owners can now vote remotely before and during meetings using remote access facilities. But is it still better to meet in person? We look at the pros and cons of virtual and in-person meetings.
Virtual meetings certainly have their strengths. On-line meetings offer convenience and accessibility by allowing owners to join from wherever they are, making it easier for those with busy schedules or in remote locations. This is particularly useful for bodies corporate with international owners. Virtual meetings are also cost-effective, as they eliminate venue, travel, and catering expenses.
As anyone who has attended a virtual meeting will tell you though, on-line meetings have their limitations. Virtual meetings can present challenges due to technology barriers, as not all owners are tech-savvy or have access to reliable internet and devices. Importantly, they also lack the personal touch of in-person meetings making it harder to read body language or address sensitive issues effectively.
Virtual platforms also have additional security risks that the body corporate will need to guard against. Reasonable steps must also be made to verify members' identities.
In-person meetings offer several key benefits, including clearer communication, stronger relationships, and more effective decision-making. The face-to-face format allows participants to read body language and non-verbal cues, which is particularly valuable for addressing complex issues. These meetings also promote better engagement and active participation, helping to build trust and a sense of community within the body corporate.
While in-person meetings offer benefits in communication, they come with significant barriers to accessibility. For owners who live further away or have mobility issues, attending a physical meeting can be challenging. This can result in lower attendance, potentially impacting the decision-making process. Bodies corporate with an emphasis on sustainability may also wish to avoid any increased travel involved in off-site meeting locations.
Provisions to support remote attendance at meetings came into force on 9 December 2022, meaning all bodies corporate must offer hybrid Annual General Meetings (AGMs). Body Corporate Committees must consider practical ways to ensure that both in-person and remote attendees can hear and participate equally at AGMs.
At Crockers, we understand that choosing between a virtual and in-person meeting depends on the specific needs and preferences of the body corporate.
Virtual meetings are often the best option for routine meetings where flexibility and cost savings are a priority. They allow for broader participation and can be especially beneficial when the issues at hand are less complex.
However, in-person meetings are ideal for discussions that require more personal engagement and clear communication. When addressing more complex or contentious issues, the benefits of face-to-face interaction can outweigh the convenience of virtual meetings.
Ultimately, the decision should consider the size of the body corporate, the nature of the issues, and the owners' preferences. At Crockers, we recommend evaluating these factors carefully to ensure that the meeting format aligns with the needs of the group and leads to a productive and effective meeting experience.
Not a Crockers Body Corporate client yet? Get in touch with our friendly BC Business Development team at 09 968 3311 or email bc@crockers.co.nz, and they'll be happy to help.
Call 0800 CROCKERS or Call 0800 2762 5377
