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CondoVoter
In Condovoter, Virtual Meetings

New Ways to Improve AGM Attendance

New Ways To Improve AGM Attendance, CondoVoter

Poor attendance at your condominium’s AGM can delay your building’s initiatives. Failure to achieve quorum typically results in having to reschedule a new meeting. It’s frustrating, disheartening, and a waste of everybody’s time and money, especially for those volunteering on the board of directors. 

When the year’s most important meeting fails to draw the bare minimum of the invited participants, it’s often a sign of a bigger problem. 

What is it that is keeping people away? Is it apathy, poor communication, or a little bit of both? Whatever the reason, it’s an issue affecting many condo properties. 

The CondoVoter Virtual Meeting and Electronic Voting service is the booster your condo AGM needs.  

The Reasons You Had an Empty AGM 

People just aren’t interested  

Whether it’s reading the latest set of minutes or assigning their proxy, there will always be people who don’t want to be bothered. The old way of doing things is no longer effective. 

People expect convenience in every aspect of their lives. And that means thinking digitally.

People value their time. No matter how simple your request may be, it will likely be ignored if you don’t make it easy to respond. 

And that’s where CodoVoter comes in. With CondoVoter, owners can participate and vote at their convenience. Owners can join via phone, tablet, or laptop. If the owner cannot attend a meeting personally, he or she can vote in advance using an electronic ballot. With CondoVoter, electronic voting is intuitive and easy to use for those who are unfamiliar with this technology.

The growing gap between property management companies, condo boards, and owners

Paper minutes slid under the door. Flyers posted in common areas. Mailed reminder notices. 

All are easily ignored.

But that’s not the only issue facing a board of directors looking to improve AGM participation. 

For some, attending an AGM in person with their fellow neighbours isn’t exactly an inviting situation. 

Even if you haven’t filed a complaint against someone down the hall, you may not be comfortable with the idea of everyone seeing how you vote with “a show of hands.”

CondoVoter delivers important messages to the one place everyone pays attention: their electronic device. People can respond instantly and privately, which makes it a more appealing method for collecting votes. 

How to Boost Attendance/Participation at AGMs

It’s a familiar scene, it’s your annual general meeting

You’re on the board of directors. You’ve made yourself a coffee and you’re taking a visual headcount. The meeting is about to start and things aren’t looking good. Where is everyone who lives in the building?

Give advance notice for AGMs so that attendees can plan accordingly

The typical problem with condo AGM’s is that you never know who will attend. CondoVoter eliminates this problem as invitees are prompted to register well ahead of time. No more surprises. With CondoVoter, achieving a quorum is always predictable. 

Have a clear agenda 

When people come together in a public space, the situation lends itself to impromptu conversations that can easily veer off course. CondoVoter lays out the itinerary for the meeting on the screen to keep everyone focused. 

With screen shares, virtual hand raising, and moderated real-time Q & A sessions, there is less chance of distractions while providing ample opportunity for people to express their concerns and ask their questions.  

Location (and timing!)

With CondoVoter, everyone involved shares the same easy-to-access interface. Why stress about booking a cheap spot for your next AGM? With CondoVoter, people can join in from any location and vote by phone. Users can see the voting results in real-time. 

Stick to the timeline

CondoVoter doesn’t complicate your AGM discussions and voting, it streamlines them. The intuitive interface invites participation and offers full transparency. All pertinent information is clearly laid out. AGM speakers are listed before the meeting to help manage expectations.Getting started with a Virtual or Hybrid meeting can be daunting, so we take the setup process off your hands entirely with a dedicated setup and a practice session for Panelists before the meeting. In addition to the dedicated setup, the CondoVoter moderator interacts directly with the participants/attendees during the meeting (Poll, Chat, Motions, Q &A, troubleshooting) which keeps the meeting flowing.

Plan well in advance

Once CondoVoter has sent all the owners the notice of meeting, email reminders are sent to only those who need the follow-up (those who haven’t registered or used advance voting) to keep everyone informed about the AGM in the weeks and days leading up to the big meeting.

Consider a Virtual or Hybrid AGM

The pandemic has changed how businesses operate, with video conferences and remote work seemingly the new normal. They’ve followed provincial health guidelines for a long time, so now owners may not be comfortable going ahead with in-person meetings. It is important to consider the comfort level of everyone involved. Owners should be able to attend condo AGMs from the comfort of home. Forget the glitchy video conferencing. CondoVoter’s on-screen presentations and convenient phone-voting capabilities ensure a trouble-free electronic AGM experience for all.  

One thing’s for sure, as younger homeowners enter the housing market, the traditional ways of conducting business will need to modernize in order to adapt. 

We know getting familiar with new technology can seem daunting. At CondoVoter, we’re here to offer the guidance and support you need to help you ace your next meeting. With our tech expertise, we can provide our Communities with confidence as they navigate their electronic AGMs and SGMs. We’ve hosted thousands of meetings, and we’re committed to working with you to support your big day.

CondoVoter
In Condovoter

Product Update: Workflow & Tasks Lists to Make Your AGM Run Smoother

CondoVoter is excited to announce our most recent product update, which focuses on assisting property managers in scheduling and organizing your virtual meetings. We appreciate how much work goes into ensuring your virtual meeting runs smoothly. In this new virtual world, it can be easy to forget all the steps leading up to your next AGM.

As part of our April update, our CondoVoter Manager Portal now has workflow and tasks lists that assist you in the requirements leading up to your next AGM.

  • Confirm registration in advance – See who is planning on attending and whether they have placed an advance vote
  • Schedule auditors, lawyers and other presenters – Easily send an invitation and access link to your virtual meeting and confirm if they’ve accepted the invitation in advance
  • Insight into real-time updates on which units have voted and whether you have achieved quorum before your meeting begins
  • Tracking Owner Occupant Status and Units in Arrears

But that’s not all… Our product update also includes several improvements geared towards unit owners and candidates running in the election. Most notably, we are excited to announce the launch of our Candidate Portal.

Be informed: Speeches and videos let you know who, why a candidate is running

A common question we get asked is, “How am I expected to vote in advance if I don’t know who I am voting for?”

The Candidate Portal enables potential candidates to create a personalized bio about themselves, why they are running, and how they can assist the community. Included in these bios is the option to upload candidate speeches and videos! When unit owners view their ballots and place their vote, these dynamic profiles ensure that they are making an informed decision.

Want to find out more? Contact us to discuss how we can assist your community during your next AGM, Townhall or SGM.

CondoVoter
In Condovoter

Congratulations to 60 newly certified Virtual Chairs

Virtual meetings are now part of a condominium corporation’s new normal. But did you know there are some fine distinctions between chairing a virtual meeting compared to an in-person meeting? Capitalizing on a need to get managers and directors up to speed quickly, CAI Canada and other experts in the condominium industry, organized an eLearning Virtual Chair Certification program. Over two sessions in March, CAI Canada registered more than 60 participants for the virtual education sessions who learned the nuances of chairing online meetings and more.

Virtual coaches were Rod Escayola and Graeme MacPherson, Gowling WLG; and Natalia Polis and Denise Lash, Lash Condo Law. Adam Arcuri, CondoVoter was the moderator and a co-sponsor of the event.

We asked one of the newly certified participants, Bishnu Aryal, RCM a property manager with TAG–The Active Group, to tell us about his experience.

Q: Bishnu, why was it important for you to take this two-day Virtual Chair Certification session?

A: Knowledge is power, and skills help solve problems. As condominium boards and managers cannot organize the meetings in person due to the pandemic, the only way to comply with the mandate of conducting meetings in a timely fashion is to do it virtually.

I decided to take this two-day Virtual Certification session because I want to know the skills and strategies from the professionals in the field and gather the knowledge in the shortest possible time.

Q: How many virtual meetings have you chaired in the last year?

A: Over the past several years I have chaired and attended several AGMs and board meetings in person. In 2020 and 2021, so far I have attended and/or chaired about 10–12 board/general meetings.

Q: What new skills did you learn?

A: The best part for me was refreshing the legal and procedural part of meetings. Also, learning various technical aspects of video conferencing was valuable, e.g., how to effectively use chat, polling options and Q&A options.

Q: How will you use your new Virtual Chair Certification?

A: New skills will help me effectively conduct meetings. It helps to gain trust and respect of boards of directors, clients and owners. I will also use this knowledge to share it with my colleagues and team to improve their virtual meeting experience.

Q: What would you say to other managers that are thinking about signing up for the course?

A: For me training is not an expense, it is an investment. I recommend managers and boards of directors to take the advantages of the certification conducted by respected legal minds in the industry. Meeting checklists and sample scripts are good additions to the manager’s toolbox.

CondoVoter
In Condovoter

Jessica Katz, Operations & Account Manager

Jessica Katz, Operations and Account Manager

 

Q: What are the three best skills that you bring to your job?

A: I would say the best skills I bring to my job are organization, great communication skills, and drive for growth and improvement.

Q: Finish this sentence – On Monday morning you will find me …

A: Getting in 10 minutes of yoga as a start to the day, and then cozy in a sweatsuit with a hot tea at my desk to begin the work week.

Q: What’s a typical work day like for you?

A: I start my work day at 9am. The start of the day is usually taking inventory – seeing what has come in since my last work day ended and prioritizing tasks. A typical work day includes handling client inquiries by phone and email, preparing notices to be sent out, and setting up new clients in the system. Throughout the day, there is also lots of communication and conversations among the team as we help each other out and talk through any difficulties we may have come across.

Q:  Do you have any business skills or talents that people don’t know about?

A: I am a very fast typist, which even my coworkers likely don’t know about since we have all been working from home. My average typing speed is about 110 words per minute!

Q: What’s your favourite part about your job at CondoVoter?

A: Hard to pick a favourite part. I love engaging with clients on a daily basis. It is great to be able to help our clients through the process, and have that direct connection with them as an Account Manager. I love being part of an incredible company that values my input and feedback to promote growth of the organization and increase efficiency in all aspects. I feel very comfortable to bring my suggestions and ideas forward, and there is an open dialogue about how each of us can help CondoVoter to grow and be a part of that growth. I love being part of a great team that thrives on support and communication. There is always someone available to help when needed, talk through new processes or challenges, or simply just answer any questions that might come up. CondoVoter is a great place to work, and the Account Manager position is so multi-faceted and keeps me very engaged.

CondoVoter
In Condo Law

Update from CAI USA

Virtual meetings. CAI supports legislation that allows community association board meetings and annual meetings of the membership to be held virtually. These meeting rules and regulations vary from state to state and often are contingent on an association’s governing documents. Many states require associations to follow a nonprofit or business corporation act. If an association’s governing documents are silent on virtual meeting regulations, the nonprofit or business corporation act may allow an association to hold them. CAI supports an option for community associations to hold meetings virtually during and after the pandemic.

While quite a few state statutes authorize board and annual meetings to be held virtually, many states will benefit from clarification and codification for permanent authority beyond the pandemic. To date, 13 states have introduced legislation this year that allow community associations to hold virtual meetings, including Connecticut, Georgia, Hawaii, Illinois, Maine, Maryland, Missouri, Oregon, Tennessee, Texas, Virginia, Washington and Wisconsin. Virginia already passed legislation this year amending the state’s Property Owners’ Association Act and Condominium Act to permanently allow, not mandate, virtual membership meetings subject to guidelines adopted by the association board of directors.

Electronic voting. CAI supports legislation that allows community associations to use electronic voting for elections. Electronic voting, if conducted properly, can increase engagement, save money, and provide a practical solution to in-person voting while keeping residents safe during the COVID-19 pandemic.

Four states have introduced legislation allowing community associations to vote electronically, including Hawaii, Maryland, Oregon, and Virginia. The Commonwealth has already passed legislation this year amending the state’s Property Owners’ Association Act and Condominium Act to permanently allow, not mandate, electronic voting subject to guidelines adopted by the association board of directors.

CondoVoter
In Electronic Voting

Virtual Meetings: One Year Later

“It’s the easiest format ever,” says Anne Beauchesne, OLCM and a property manager with Sanderson Management Inc., in Waterloo, Ontario, where she manages eight corporations. “Virtual meetings are better than in-person and, for a busy property manager, much faster.”

It’s one year since the coronavirus pandemic changed all our lives. It’s also one year since virtual meetings became the new normal for conducting board meetings and AGMs in the condominium sector. Due to government-imposed restrictions to limit the spread of COVID-19, in-person meetings were effectively cancelled as property managers and their boards scrambled to find new ways to hold meetings for their condominium corporations.

“We had been looking at various platforms to host virtual meetings,” Anne explained. “CondoVoter was attractive to our budget.” Now, close to one year later and a smooth uptake Anne adds, “The team is fabulous and everyone there knows about meetings.”

“The team is fabulous and everyone there knows about meetings.”

As with anything new, there were some minor challenges especially with senior residents with no computers or email and little technical knowledge. But Anne says now many elderly residents are getting their kids and grandkids to help out so they are able to vote and attend the meeting virtually. In fact, Anne knows of 3-4 owners who are within their selective “bubble” and who virtually attend their corporation’s meetings and watch the proceedings on TV, rotating meetings from one condo to the other.

CondoVoter has been able to accommodate some unique needs for Anne and the condo corporations she manages. Things like last minute changes to dates, and switching over hosting duties to management to continue after the AGM or board meeting has concluded are just two ways CondoVoter has met Anne’s meeting needs. Anne appreciates the changes CondoVoter made to phone voting that now allow callers to take part in meetings and not just listen. “I’m very happy. I’m never going back to in-person,” laughs Anne.

Anne appreciates the changes CondoVoter made to phone voting that now allow callers to take part in meetings and not just listen.

Anne has one board that definitely won’t go back to in-person either. She says “I’m perfectly ok with that.” But she adds you have to know your properties and buildings. Each has different needs and demographics.

Anne has been pleased with the overall benefits of hosted virtual meetings. As a manager who chairs these meetings she adds “Virtual meetings are much easier for managers and guests such as auditors. There is no travel so it saves a significant amount of my time. From home I can log in and get information to the board meeting in real time. I can actually be better prepared.”

CondoVoter
In Virtual Meetings

CAI Education Webinar: Be Prepared to Chair!

CAI Canada Certification for Virtual Chairs

When: Two sessions on Thursdays 10-11:30 a.m. March 11 and March 25

Virtual meetings are now an everyday occurrence for condominium corporations and condominium management firms. While in-person meetings are currently on pause, this is an excellent opportunity to learn the fine distinction between chairing an in-person meeting versus a virtual meeting. You can learn how to build on your chairperson’s skills and gain more confidence in your role as a virtual meeting chair. 

In the new virtual meeting environment, there are myriad issues to decide on prior to your AGM or owners’ meeting. For example, do you know which platform you will choose? Will you host or will a professional third-party host for you. Do you understand the ins and outs of e-voting and telephone voting? What about electronic notification consent as you prepare the owners’ list?

The next step in planning as a virtual meeting chair involves meeting preparation. That includes developing your agenda, creating a presentation, and lining up your speakers and/or panelists. Now is also the time to discuss all things related to quorum. Your discussions should include advance voting, proxies, virtual log-ins, who vets proxies, how to input voting results, using scrutineers if there will be traditional proxies. You can see the logic in hiring a virtual meeting service provider.

On the day of your AGM or meeting, you might consider a dress rehearsal with your speakers to ensure a smooth virtual meeting. Things to consider run from the obvious sound and camera checks to the more complex voting procedures, motions, hand raising, polling etc.

There are many steps involved to ensure that your virtual meetings run smoothly. Enrol in this two-session virtual webinar and upon completion of the two sessions a CAI Certificate of Completion will be issued. All learning materials will be provided – scripts, checklists and sample PowerPoints.

When: Two sessions on Thursdays 10-11:30 a.m. March 11 and March 25

Cost: $25 for members and $75 for non-members for the two days

Meet your virtual coaches and moderator:

Rod Escayola and Graeme MacPherson, Gowling WLG

Natalia Polis and Denise Lash, Lash Condo Law

Adam Arcuri, moderator, CondoVoter

 

Click Here to Register 

 

CAI Canada thanks CondoVoter for sponsoring this webinar.

CondoVoter
In Condovoter

Partner Up: We’re Showing Our Support

A shifting condominium climate requires business colleagues that care about your ongoing success as condominium managers and management company executives. That’s why the CondoVoter team is excited to announce our new Partnership Program. We created this program to show our support to clients during rapidly changing times within the industry.

The goal of our Partner Program is to develop new – and strengthen existing –communication channels while providing consistent service combined with excellent quality. In working alongside property management teams, we intend to remain agile and prepare to adapt to new requirements by leveraging emerging technology.

Partners included in this program will have access to:

  • partner discounts
  • white-label solutions
  • educational sessions and team meetings
  • early access to new features
  • annual bundled packages
    • virtual board meetings + minute taking
    • townhalls
    • AGM

This is an early bird opportunity that you should not miss. Contact info@condovoter.com for more details and to sign up.