While the pandemic may have turbocharged the use of Zoom, Microsoft Teams, and other virtual platforms for multifamily residential boards, the shift toward digital meeting tools has outlasted the crisis itself. For condominium and community associations in Illinois, the ability to conduct open board meetings and annual member meetings using technology has opened the door to increased participation, improved recordkeeping, and in many cases, a more efficient governance process overall.

Still, with these benefits come questions about legality, transparency, and practicality. Illinois associations must navigate not only what is technologically possible, but also what is legally permissible under the Illinois Condominium Property Act (ICPA), the Common Interest Community Association Act (CICAA), and their own governing documents.

Legal Framework: What the Law Allows

The Illinois Condominium Property Act explicitly permits board meetings to be held via video or teleconference, provided unit owners can observe or hear the meeting. Section 18(a)(9)(B) of the ICPA allows board members to participate "by any means of communication by which all persons participating in the meeting can hear each other," so long as owners are given proper notice and a way to observe or listen.

Importantly, the same statute also preserves the unit owners’ right to address the board during the open forum portion. That means if you're hosting a virtual meeting, the technology used must allow owners not only to watch and listen, but also to speak during the designated time.

While the CICAA applies to certain types of townhome and homeowners’ associations, its principles are similar. Boards should consult their governing documents, which may further define or limit how meetings can be conducted.

Open Meetings: Virtual Doesn’t Mean Private

Just because a meeting happens online doesn’t mean it’s exempt from the openness requirements of Illinois law. Associations must provide:

• Advance notice to all owners per the timeline outlined in the governing documents or the law

• An agenda or subject matter for what will be discussed

• Access information (e.g., Zoom link or dial-in number)

• A mechanism for owner participation (e.g., live comment, chat, or unmuted microphone during open forum).

Failure to offer meaningful access can result in legal challenges—or at least a perception of impropriety among residents. Consider including basic how-to guides or tech support tips with your meeting notices.

Annual Meetings & Virtual Elections

Open meetings of the membership—annual elections, for example—can also be held virtually, but they require more planning. Associations must be prepared to verify quorum, authenticate attendees, and conduct voting securely.

Many associations use third-party platforms such as ElectionBuddy or Simply Voting to facilitate anonymous, secure balloting. Others rely on Zoom polls, email proxies, or voting by mail or ballot box. The key is using a method consistent with your governing documents, which may require physical ballots or specify the manner of voting.

Boards may need to adopt a resolution outlining the virtual meeting procedures, including how quorum will be confirmed, how votes will be cast and counted, and how challenges will be addressed.

Practical Benefits

There’s no question that technology has made meetings more accessible. Owners with mobility challenges, hectic work schedules, or travel conflicts are now able to attend meetings they previously missed.

In addition to convenience and increased participation, virtual platforms also provide:

• Automatic transcription and recordings for better recordkeeping

• Real-time polling or Q&A for feedback

• Screen sharing for budget presentations, architectural plans, and more

These tools can increase transparency and owner engagement, reducing suspicion and fostering trust.

Potential Pitfalls

Despite the advantages of conducting your community's business virtually, there are risks to consider:

• The digital divide: Not all residents are comfortable or capable with video technology. Efforts must be made to ensure that these folks are kept informed, and their participation facilitated by alternative means. 

• Security & privacy: Meeting links should not be posted publicly without appropriate safeguards, and access to sensitive documents must be controlled.

• Procedural missteps: Failing to mute attendees during votes, mishandling chat questions, or allowing the wrong participants to speak can quickly derail a meeting into chaos. Understand how to use your chosen platform, and make sure the person running the meeting knows its various functionalities and limitations. 

Training board members and having a designated meeting host or tech monitor can mitigate many of these concerns.

Best Practices for Boards

• Check your governing documents for any limitations on virtual meetings

• Provide clear, early notice with access links and instructions

• Establish virtual meeting rules, including muting policies and chat conduct

• Use secure, reputable platforms with waiting rooms and authentication features

• Record meetings (if allowed) and make them available to members afterward

• Document voting and quorum procedures for annual meetings

Looking Ahead

As technology continues to evolve, so too must the governance practices of community associations. While virtual meetings may not replace in-person gatherings entirely, they are now a permanent and valuable option for Illinois associations seeking to engage their membership and conduct business transparently.

Boards that embrace this evolution—with attention to legal compliance and operational discipline—will find themselves better equipped to serve their communities in the modern age. 

Michael Shifrin is the founding attorney of Chicago-based Shifrin Legal, a law firm representing condominium, townhome, and homeowners’ associations across Illinois.  He may be reached at MJS@shifrinlegal.com or at (312) 470-2276.