Contributed by Megan Smith
The world has changed dramatically over the past few years and so has the way homeowners associations conduct business. Online meetings are essential tools for transparency, accessibility, and efficiency in the modern community association.
Despite lingering hesitations around security and participation, the shift to virtual meetings has proven viable and valuable.
A standout example of a successful virtual transition comes from The Fishing Creek Farm Homeowners Association, a 35-year-old, 120-home waterfront community in Annapolis, Md. Annapolis is an historic city that blends maritime culture, the U.S. Naval Academy, strong schools, and proximity to Washington, D.C.
Fishing Creek Farm made a deliberate shift to 100% virtual board meetings to enhance fairness, accessibility, and efficiency. The association fully embraced digital meetings last January.
“We recognized many owners travel frequently or live part-time elsewhere. Going all virtual simply made sense,” says Dave Stadler, president of the board.
The community had been running hybrid meetings, but the board realized they unintentionally favored those attending in person, leaving remote participants at a disadvantage.
“If we’re all on Zoom, it’s a more equitable format for participation,” says Stadler. “There were no challenges during the switch. It’s been smoother than any in-person model we’ve used, and the benefits have been clear.”
Homeowners have been pleased with the gradual transition to virtual meetings. “Virtual meetings offer convenience and accessibility, which have the potential to increase participation and better inform the community,” says Joan Pfinsgraff, a homeowner. “Residents do not require training as the meeting link is readily available through emails and on our website. The cost is minimal and allows other committees to run virtual meetings as well.”
The change was communicated to homeowners clearly and consistently across multiple channels including the community website, resident portal, e-blast distribution list, and regular community newsletter. In many cases, associations save money by going fully digital by eliminating venue rentals, reducing printing and postage, and freeing up staff and volunteer time. For significant decisions or sensitive topics, the board holds in-person listening sessions.
Perhaps the greatest long-term impact to moving to digital meetings and voting is wider access to information. Digital meetings mean more residents engage, more voices are heard, and more questions are answered proactively.
150 Years of Robert’s Rules
This week marks the 150th anniversary of the first publication of Robert’s Rules of Order. Since 1876, the book has helped groups hold fair, organized, and effective meetings, and it remains the most widely used manual of parliamentary procedure in the U.S.
“We’ve learned we can be just as effective online as in person,” says Stadler. “In some ways, even more so because everyone has access to the same information, and we’re all on the same page.” Going virtual has resulted in higher attendance, less volunteer burnout, and no drop in homeowner engagement.
Online meetings are the future of association governance. Embracing these tools means building stronger, more inclusive, and better-connected communities. It’s time for associations to stop waiting and start evolving.
Megan Smith is vice president of operations at Maredith Management in La Plata, Md.
>>Read more about online meetings in Common Ground January/February 2026.
