CondoVoter

Annual meetings are arguably the most important event for a community association. It’s a time for unit owners to gather, discuss important matters, and make decisions that shape the future of the community. However, some of the most common challenges faced by communities everywhere are homeowners’ apathy and failure to meet quorum for the AGM.

As a property or community manager, we understand that organizing Annual General Meetings can be one of your most stressful and time-consuming tasks.

In this article, we’ll explore what solutions help increase meeting participation and voter turnout, engage owners and never worry about reaching quorum again.

Understanding Quorum for an AGM

All HOAs and condo associations must hold annual meetings open to all members, providing a chance for homeowners to engage in community decisions.

Quorum refers to the minimum number of unit owners or their proxies required to be present at a meeting for the meeting to be valid and for decisions to be made. Quorum requirements vary depending on the governing documents of the condominium association, often stipulating a specific percentage of total unit owners. Without meeting quorum, decisions made during the AGM might not hold legal weight.

Benefits of Virtual Condo AGMs

Embracing technology has revolutionized the way AGMs are conducted. Virtual meetings and online voting have been around for a while, but COVID-19 made them much more common.

There is no doubt that those who have conducted their virtual meetings are seeing the benefits, with little downside.

Boards now have more time to prepare and gather documents to present, and meetings are more orderly as online platforms such as Zoom provide the ability to mute attendees until it’s their turn to speak. Moreover, virtual meetings are often more convenient, increasing the likelihood of achieving quorum. Managers don’t have to travel at night, they can sit in their home and use their computer or tablet to attend the meeting.

With platforms like CondoVoter offering electronic voting and virtual meeting solutions, participation becomes hassle-free.

‘When in person meetings started to rise in popularity, our clients have chosen to stick with virtual meetings as they are so efficient, achieving quorum is a breeze with advanced voting!” – says Angel-Marie Reiner OCLMP and President of Onyx Condo Management.

Conducting an AGM Online

Transitioning from traditional in-person meetings to virtual ones requires careful planning. Here’s a concise guide to conducting a successful online AGM:

1. Select a Reliable Platform: Choose a platform that supports virtual meetings, presentations, and electronic voting. CondoVoter is a full-service provider of electronic voting and virtual meetings for condo corporations and HOAs.
2. Provide Clear Information: Notify unit owners well in advance about the AGM’s date, time, and provide clear instructions on how to participate. Clear communication is crucial to ensure maximum attendance.
3. Engage with Attendees: Encourage active participation by addressing concerns, facilitating discussions, and allowing owners to ask questions. One of the benefits of selecting a provider to manage your virtual AGM and online voting is that their support team can promptly assist with any questions you may have.
4. Electronic Voting: Platforms like CondoVoter offer electronic voting, enabling owners to cast their votes remotely and securely. Advance electronic voting allows for reaching quorum before the meeting even begins.
5. Record the Meeting: Just like traditional AGMs, minutes should be taken during virtual meetings to document decisions and discussions.

Advance Electronic Voting

Advance voting is an alternative to completing proxies. This process allows owners to cast their votes ahead of the AGM, ensuring that their opinions are considered even if they can’t attend the meeting.

Since advance voting counts towards quorum, and an owner does not have to attend the meeting for their advance vote to count towards quorum, there is no need to gather proxies ahead of time. If an owner votes in advance of the meeting, their vote can be changed at any time, even during the meeting in real-time.

Condo Hybrid Meetings

Hybrid meetings merge the best of both worlds: in-person and virtual attendance. With platforms like CondoVoter Hybrid, associations can facilitate meetings where some attendees are physically present while others join remotely. This flexibility can significantly enhance quorum numbers, simplifying the process for owners to participate, whether in person or from home.

Hybrids can be as simple as a virtual meeting and nowhere similar to the hassle of hosting a fully in-person meeting. Keep These 5 Tips in Mind When Implementing Hybrid Meetings.

Achieving quorum at a condo AGM is crucial for making valid decisions. Embracing virtual meetings, advance electronic voting, and hybrid meeting solutions can help condos and HOAs overcome quorum challenges and ensure that all owners have a voice in shaping the community’s future. Platforms like CondoVoter offer the tools needed to streamline the AGM process and enhance participation, ultimately benefiting the entire condominium community.

For years, the vast majority of board meetings took place in person. Then, the COVID-19 pandemic hit, and that all changed – quickly.

People switched to remote work for safety reasons, and remote condo board meetings became a whole lot more common.

Condo boards and property managers discovered that virtual meetings offer numerous benefits for better collaboration. Virtual meetings offer more flexibility for people with busy schedules.

Board members can connect conveniently from their own homes, saving time. Planning online board meetings is often simpler compared to organizing in-person gatherings.

While transitioning from in-person to virtual board meetings might seem straightforward, it has proven to be more challenging than anticipated. This has left many boards uncertain about how to effectively conduct virtual meetings.

The good news is, remote board meetings can be more effective and productive than in-person sessions. But it requires careful planning and adherence to best practices.

If you’re unsure about shifting to virtual meetings keep reading this article to learn more about the benefits and drawbacks of virtual board meetings – as well as 5 best practices that will assist you in making a seamless transition.

What Are Virtual Board Meetings?

Condominium board meetings commonly happen every month but can happen even more often.

People want flexibility and don’t want meetings to affect the way they live. The main challenge for condominium boards when attending meetings in person, compared to attending virtually, is the constraint of physical presence.

When the need for physical presence is eliminated, the board of directors can embrace flexibility.

Board members may have busy schedules. Virtual meetings allow for more efficient scheduling since there is no need to find a suitable physical venue and coordinate everyone’s availability. This eliminates potential scheduling conflicts and delays and makes planning a piece of cake. Moreover, industry experts, property managers or minute-takers can attend virtually, making life a lot easier for all.

While virtual format becomes more common among homeowner associations, and condominium boards, before conducting a virtual board meeting, it is crucial to ensure you comply with all rules and regulations. We will discuss this topic in more detail in the upcoming section.

Is It Legal to Hold Virtual Meetings?

If you’re considering hosting a virtual board meeting, you may be wondering about its legality. In most cases, virtual meetings are permitted, but there can be exceptions.

When it comes to regulations regarding virtual board meetings in Canada, it’s important to consult the specific legislation governing condominiums in your province and review the governing documents of your condo.

Each province in Canada has its own Condominium Act or similar legislation that outlines the rules and requirements for condominium corporations.

In general, many provinces in Canada have recognized the need for virtual board meetings. Some provinces, such as Ontario, have explicitly updated their legislation to allow for virtual meetings.

However, it’s crucial to review the Condominium Act or related regulations in your province to understand the specific requirements and restrictions for virtual board meetings in condominiums.

To ensure compliance with the regulations in your province, consult legal professionals experienced in condominium law or refer to resources provided by your local condominium authority or government. They will have the most up-to-date information on the regulations applicable to virtual board meetings in condominiums.

Advantages & Disadvantages of Virtual Meetings

Virtual board meetings in condominiums are becoming the next new normal. But before transitioning to a virtual format, it’s important to consider the advantages and disadvantages it offers.

Benefits of Virtual board meetings

Flexibility: Board members can join the meeting from any location with internet access. This flexibility saves time and makes it easier for all members to participate, irrespective of their location or other commitments.

Better attendance: When board members make a switch to online meetings, they no longer need to commute to a specific location or juggle conflicting schedules. They can simply join the meeting from wherever they are, whether it’s their home, office, or even while travelling. This flexibility allows for increased participation and a higher likelihood of board members attending meetings regularly.

Increasing accessibility: Additionally, virtual meetings provide an inclusive platform for board members who may have physical limitations or mobility issues, enabling their full engagement in the decision-making process.

Better governance: The interactive features of virtual meeting platforms, such as chat functions and shared document collaboration, also enhance engagement and encourage active involvement from all board members. Screen sharing is particularly beneficial when presenting complex information or visual materials. Board members can easily view shared screens, presentations, or documents. This enables more effective discussions and decision-making, as everyone has a visual reference and can follow along seamlessly.

Disadvantages of Virtual board meetings

Difficulties recreating casual interactions: In face-to-face meetings, board members can have spontaneous conversations and informal discussions. However, in virtual meetings, it can be more challenging to have these casual interactions. The structured nature of virtual meetings and reliance on technology often create a more formal and focused atmosphere, which reduces the chances for unplanned conversations.

Technology issues: Anytime technology is involved, there’s a chance things can go wrong. Internet connections can be lost. Or board members may struggle to adopt new virtual meeting technology. If your board needs help with running its first virtual board meeting, providers like CondoVoter can ensure your virtual event goes off without a hitch. Check out the CondoVoter Meeting package that includes hosting, live meeting moderation and support, as well as a practice session for board members.

Potential Distractions: Participants might face distractions from their surroundings, which can impact their focus and engagement. Unrelated sounds coming from someone’s microphone can disrupt the flow of the meeting, so it’s a good idea to establish a rule of muting oneself when not speaking. This helps ensure a smoother and more enjoyable meeting experience for everyone involved.

5 Best Practices for Running a Virtual Board Meeting

Generally, virtual board meetings have more pros than cons. The challenges or drawbacks can often be overcome with the right approach.

Choose the right virtual platform:

The first step to hosting successful virtual board meetings is selecting the right platform. There are numerous options available, each with its own unique features and capabilities. Look for a platform that offers video conferencing, screen sharing, as well as polling and document sharing functionalities. Popular choices include Zoom, Microsoft Teams, and Google Meet.

Alternatively, you can opt for a virtual meeting provider that will organize your condo board meeting from start to finish.

Run a practice session before the virtual board meeting:

How embarrassing is having to ask “Mike, you need to unmute yourself” every time Mike speaks? Or explain to someone how to stop sharing their screen in the middle of the meeting?

If you aim to have a truly efficient and productive discussion, review the features of your chosen platform beforehand. Schedule a 10-15 minute dry run to get everyone comfortable with the technology and make sure everyone understands how to navigate the meeting interface. It’s well worth the brief time required.

When you organize your condo board meeting with CondoVoter, a dedicated moderator runs a practice session for members. This is a great opportunity to address any technical issues, clarify meeting protocols, and ensure a smooth virtual meeting experience for all participants.

Provide strong facilitation:

Designate a facilitator for the virtual board meeting who will manage the meeting flow, and ensure that all participants have an opportunity to contribute.

Start with reviewing each activity and think about how participants will engage. For example, you can encourage using chat for questions or comments, raising hands to speak, and muting microphones when not speaking. This can help ensure everyone’s voices are heard, not interrupted or talked over.

The facilitator can utilize screen-sharing capabilities to display relevant documents, presentations, or visuals during the meeting, ensuring that everyone is on the same page and facilitating a more interactive and engaging discussion.

At times, the facilitator may need to call on participants, giving each voice an equal chance to be heard.

Consider this example of which digital tools and techniques may be used during a virtual meeting:

Condo board members meet to discuss a proposed renovation project. They kick off by using the chat feature to gather initial feedback, ensuring that every board member’s input is captured. Then, they smoothly transition into a focused dialogue, allowing each member to express their views and concerns. To enhance clarity, the facilitator shares visual renderings of the renovation plans on-screen, inviting more informed feedback.

Test the technology in advance:

Nothing kills a meeting’s momentum like waiting to fix a glitch.

A stable internet connection is the backbone of successful virtual meetings. To avoid disruptions and delays, ensure that you have a reliable and high-speed internet connection. Test your audio or video. Encourage all participants to do the same. If possible, use a wired connection instead of relying on Wi-Fi, as it tends to provide a more stable connection. Remember, a glitch-free meeting leads to a more productive discussion.

Consider fully hosted and moderated virtual meeting services:

Another way to hold virtual board meetings is to opt in for a service provider. Especially in cases when board members are not comfortable with the technology, or making a switch from in-person to virtual meetings, choosing a provider can give a piece of mind.

Virtual meeting providers for condominiums like CondoVoter handle all the technical aspects of the meeting, provide a dedicated moderator, run a practice session, send meeting notices, and more.

This option eases the burden on board members, allowing them to focus on meeting content and decision-making.

Before hosting a virtual board meeting, it’s important to plan carefully and consider a few key factors. Choose a good virtual platform, practice beforehand, have a facilitator who keeps things running smoothly and test the technology in advance.

By following these practices and making the most of virtual platforms and services, you can ensure that your virtual board meetings are productive, inclusive, and hassle-free.

If you’re unsure about running a great virtual meeting, we are here to help. We understand the challenges you may face in transitioning from in-person to remote board meetings. Schedule a free call with our Virtual Meeting Expert to discuss your specific needs and challenges. Our dedicated team is here to help make the switch as smooth as possible.

Annual General Meetings (AGMs) are an essential part of community decision-making for condominiums. They provide an opportunity for homeowners to come together, discuss important issues, and make important decisions about the management and operation of their building. However, it can be challenging to get homeowners to attend and participate in AGMs, especially in today’s busy world where people have many competing commitments. 

Here are some ways to increase engagement and participation from homeowners during AGMs 

1. Make it convenient

Holding AGMs at a time and place that is convenient for the majority of unit owners will increase attendance and participation.  Consider holding the annual meeting in the evening or on the weekend to make it more accessible for working people. 

2. Communicate effectively

Keep condo owners informed about the AGM well in advance and provide clear, detailed information about the agenda, location, and time. Use multiple channels of communication, such as email, SMS, or even social media, to reach as many people as possible. One of the condo management companies in Vancouver used social media to promote their AGM and encourage participation. They created a Facebook event page for the AGM and invited all the condo owners to attend. They also used the page to post updates and answer questions about the AGM. This helped to increase participation and engagement from condo owners. 

3. Make it interactive

AGMs can be long and boring if they are just a series of speeches and presentations. Make the meeting more interactive by encouraging questions and discussions.  

4. Use an electronic voting platform

One of the most effective ways to increase engagement and participation from homeowners during AGMs is by using an electronic voting platform. It allows condo owners to vote on important issues and decisions from the comfort of their own home. E-voting eliminates the need for paper ballots, making the process more efficient and secure. Consider choosing an e-voting platform with an option to create candidate profiles. This will allow to launch voting on elections in advance and achieve quorum weeks before their meeting date.  

5. Try to conduct a virtual or hybrid annual meeting

Full-service providers like CondoVoter offer a complete package of services for conducting online elections and virtual meetings for Condos and HOAs. This includes setting up the voting system, sending out meeting notices and reminders, providing training sessions for panelists, meeting moderation and consolidating and providing accurate vote tallies. This eliminates the need for the organization to handle these tasks on their own, saving them time and effort. 

6. Provide incentives

Consider providing incentives for condo owners who attend the AGM. This could be something as simple as a door prize or a complimentary refreshment. 

Annual meetings are an important part of community decision-making for condominiums. It’s worth noting that what works for one community might not work for another. It’s important to understand the needs of your community and tailor your approach accordingly.  

For condos/associations that struggle to get quorum, electronic voting can be a solution. Property managers discovered that when people are given the option to vote online, they are more likely to do so. Electronic voting makes people feel included, engaged, and heard. This will lead to better decision-making and a flourishing community.