Category

Virtual Meetings

Welcome to the CV Team: Paras Anand, Meeting Coordinator

Q: You’re the new Meeting Coordinator at CV. What do you hope to accomplish in your new role?
A: I must say we have a great team where everyone appreciates and complements each other. I aim to work proactively and cooperatively work with each one of them to make CV more successful. My goal is to efficiently and effectively coordinate Virtual Meetings by providing all the technical support/assistance to our clients and team members.

Q:  What business skills or talents do you need to be a great meeting coordinator?
A: I would say a Meeting Coordinator must know how to work well under pressure and should be able to respond quickly and calmly to last minute changes. It is a tough job to manage six to seven meetings virtually at the same time.

Additionally, I believe to manage the meetings efficiently, excellent planning and time management skills are very important. One has to be in constant touch with all the moderators throughout.

Last, but not the least, in my opinion a meeting coordinator must have strong people skills and should be able to get along with a wide variety of personalities.

Q: What client concerns have you been able to address since you started (or in your previous role?)
A: It has not been an easy job and definitely not virtually as this is entirely a new world which people are not used to. Initially when the government allowed condominiums to hold their meetings virtually, there was a flood of meetings where I was, in addition to coordinating the meetings, also moderating them.

I remember a meeting where about ten unit owners (mostly elderly) were not able to get into their virtual Annual General Meeting. I was getting back to back calls while moderating a meeting. I very calmly helped each one and made sure that all of them were able to get into the meeting. Even the property manager was facing technical issues. Later, after the meeting my efforts were highly appreciated by all the board members, unit owners and by the property manager as well.

Q: Finish this thought – One thing I believe I do really well is …
A: Manage time.

Q: What have you learned about yourself during the pandemic?
A: The pandemic has made me realize that I’m good at multi-tasking. I have definitely learned that my drive to succeed is not affected by obstacles, I have used this as an opportunity to help me grow, network and learn a lot about the virtual world. I have updated myself by learning a lot of technical things which really help me coordinate the virtual meetings, which I strongly believe are here to stay. This has helped me get a long way in making these meetings a success. With each day I learn something new and keep updating myself with the new technology.

I strongly believe that a lot of things can be done without paper, for example paper proxies, our work notes etc. We can definitely use our laptops/desktops/phones etc. thereby saving paper and contributing a little to save the environment.

Also, I have learned to try and find one positive thing a day – everyone has the ability to shine and preserve through this time. It’s a matter of believing in yourself and keeping the end in mind.

Q:  What’s your favourite part about being a meeting coordinator for virtual meetings?
A: I love that I have a direct means to create a new experience for people and facilitate a happy environment. Seeing everyone connecting virtually does boost my morale. Executing the meeting in itself is a great feeling, knowing that you helped a group of unit owners hold their meetings while sitting at home is exciting.

Interview with Diane Rouleau, RCM of Freure PM

“We hit all our points!”

“We’ve completed all our virtual AGMs now for the year,” said Diane Rouleau, RCM, OLCM and Assistant Property Manager with Freure Property Management Ltd. Diane, a 10-year+ RCM, along with the Property Manager, manage six properties for Freure in the Kitchener-Waterloo area. A seventh property will be added from the developer in June. “Because we take on properties to manage directly from the developers, the whole condominium ownership is an education process for new owners and tenants.”

They began the search for a virtual meeting provider later in 2020 and, after conducting interviews, selected CondoVoter. “Our corporations each created a ‘virtual meetings and electronic voting bylaw’ and these were passed by a majority of units,” she explains. The bylaw will continue to allow the corporations to conduct their AGMs and electronic voting virtually.

When reflecting on all the recently completed virtual meetings Diane said, “It’s been awesome! The moderators were fantastic. All CondoVoter staff have been lovely to deal with. They’re well-versed and keep our meetings on track. Even our seasoned directors love them [virtual meetings].”

In recent months, CondoVoter tweaked several of its features and added new ones to its services. One of Diane’s favourite features has been the Management Portal. “I get to see which units have pre-voted and when I’ve hit quorum. Once I know this, I can breathe easy. It’s a relief.”

She also allows that meeting pre-registration is a great help. “We’ve been able to achieve 75% participation with virtual meetings. Sometimes we’ve only made 25% participation with in-person meetings.”

Diane has been pleased with the ease of use with virtual meetings that help make owner attendance and participation easier. “Some owners I know, especially those who work shifts, have even been able to log-in to attend the AGMs from their place of employment.” To date, Diane has not come across an issue with their older demographic owners not being able to attend virtual meetings. “Last year perhaps only two out of 64 owners at one corporation didn’t have computer access. All our owners are quite tech-savvy.”

She explains a number of other benefits, especially for managers. “As a property manager I find virtual meetings to be a ‘safer environment’. I still recall in horror an in-person meeting when police had to be called,” she adds with a huge sigh. “With virtual meetings there seems to be more control over speakers and less opportunity for expressing anger or negativity.”

“I’ve also found that while in-person meetings have sometimes run up to 2.5 hours, we can complete all the obligations of an AGM in one hour. There are fewer questions from the floor. Shorter meetings, being more efficient, are also great when working from home.”

Lengthy in-person meetings, at least for now, seem like a distant memory. “With the security of CondoVoter as our third-party provider, they keep us on track and we can hit all the agenda points we need to.”

 

Online Learning Workshop

It’s Great to Chair a Virtual Meeting!
Moving Beyond the Basics – Advanced Virtual Chair Certification, Part II

Virtual meetings are here to stay. And for those property managers or condo board directors who want to sharpen their meeting chair skills further, this CAI Canada workshop is for you.

Building on the skills you learned in the recent 2-part CAI Canada Virtual Workshop, this advanced workshop is for those who participated in the first sessions and those who have experience chairing virtual meetings.

With in-person meetings currently on pause, this is your chance to increase your knowledge and gain confidence in your role as a virtual chair.

What you’ll learn: Requisition meetings • Adjourned meetings • By-law meetings • Two AGMs in One – Catch up • Information meetings and Amendment to Declaration Discussion meetings

When: Thursday, June 10, 2021 from 10:00 a.m. – 12:00 noon

Cost (includes workshop, CAI Certificate of completion, sample scripts and checklists):
$25.00 CAI Canada Members (to get member pricing contact hello@caicanada.com)
Special offer: JOIN CAI CANADA today and get this WORKSHOP for FREE –https://caicanada.com/membership/
$75.00 for non-members

Your course leaders: Rod Escayola and Graeme MacPherson, Gowling WLG
Natalia Polis and Denise Lash, Lash Condo Law
Adam Arcuri, moderator, CondoVoter

Co-Sponsors: CondoVoter and CondoBusiness, REMINetwork.com
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Bonus! Learn more about Virtual Meetings.
Watch some of the discussion on the topic of virtual meetings and electronic voting from CondoAdviser’s webinar series:

Virtual AGMs & Electronic Voting – https://youtu.be/HgNEG0pdVPQn 
Notices for Virtual Meetings – https://youtu.be/8vDnnagIrZY
Proxies vs. Advance Electronic Voting – https://youtu.be/IbEcyl5QNdA
Registration for a Virtual Meeting & Electronic Voting – https://youtu.be/RLSpb3ufDGw
Hybrid Meetings – https://youtu.be/-qa7VSXjd4E
Controlling a Virtual Meeting – https://youtu.be/VVtOnhrPe0w
The Recording – https://youtu.be/KI6CmjW76SY

The Future of Virtual Meetings

A Q&A with Rod Escayola, Gowling WLG

An experienced condominium lawyer and an elected director on the board of his condo corporation in Ottawa, Rod Escayola is well-versed in the Condominium Act, condo law, meetings and AGMs. In fact, he was an early adopter of virtual meetings not only for his corporation but also for the law firm where he is a partner, Gowling WLG. We asked Rod to give us his thoughts on the value of virtual meetings one year on, and to discuss the benefits of continuing on the virtual meeting path once the pandemic is over.

Overview

Q: Rod, you are both legal counsel and a meeting chair. Have virtual meetings offered any advantages to you?
A: There are many advantages to holding virtual meetings. I have found virtual meetings to be as good a forum as in-person meetings. Better, if done properly – in a transparent and inclusive manner. Owners need to feel included in the ‘process’. Meetings must be a ‘two-way street’ with no one feeling left out.

A virtual meeting is more conducive to a business meeting, which is what an AGM or an owners’ meeting really is about. There are far fewer interruptions during virtual meetings or less attempts to derail the meeting’s agenda. The comments I have heard are that virtual meetings are more efficient and easier to follow for owners.

Q: Do you think AGMs have benefited from the ability to share materials on screen?
A: This is a distinct benefit. The chair can show documents onscreen while owners follow along. It is also much easier to catch up in the event you lose track. Having documents on screen makes answering questions a lot easier. Everyone can “be on the same page” so to speak.

The Virtual AGM and Owners’ Meetings

Q: The province has supported virtual meetings and electronic voting for condominium corporations while in-person meetings are on hold, and has extended the deadline to December 31 for this transitional period. What should a condo corporation look for when choosing a virtual meeting and eVoting platform
A: This is an excellent question. The virtual meeting platform needs to afford reliability along with all of the other “checks and balances”. A virtual meeting platform must allow for real time meaningful participation. It must provide transparency. Owners must be able to see how many hands are being raised and they must feel reassured that those wishing to speak or ask questions are able to do so. There are tons of ways to be transparent and, most importantly, to show that you are transparent.

A virtual meeting cannot just be a broadcast that people watch. It’s a participative exercise.

eVoting is both reliable and useful. You can cast your vote anytime in advance of the meeting, and over a longer period, for example, two weeks. With the ability to vote ahead comes another advantage – you can make changes, if necessary, to the vote you cast.

eVoting is here to stay.  Get comfortable with it and get the right service provider. It is insufficient, in my view, to have people vote by show of hand or by email.

I feel the following are the most valuable features to look for with respect to eVoting: i) Reliability. The corporation should feel confident that votes will be received from those owners entitled to vote; ii) Ability to verify documentation. It is important to have the ability to trace back to the source and to respond to a records request if required; and iii) Confidentiality. Owners should not know how another owner has voted.

Q: What about clients continuing with in-person meetings but using electronic voting and telephone voting?
A: You’re talking about hybrid meetings. This is a great option and I suspect this is how most meetings will be held in the future, with some owners attending in person but with all owners voting electronically. Voting electronically (even when in-person meetings return) is a great solution for those owners or directors with limited mobility, those looking after a parent or a child or those who are travelling.

Q: What do you think about telephone voting?
A: Telephone voting is a ‘roll back’ to a comfortable technology that everyone is familiar with. It has a certain comfort level, and is easy to use. It also addresses the most common concern we hear about those owners without email or without internet.  Telephone voting was the missing piece! No one is left behind.

Are Proxies a Thing of the Paper Past?

Q: What is your opinion on proxies? Are proxies required for a virtual meeting
A: My opinion on paper proxies is that they are a disaster! The government’s mandatory forms are not flexible nor user-friendly, simply because they are hard to complete. An eProxy fixes some of these challenges in the sense that they are easier to complete.

Some people seem to be fixated on paper proxies because it gives them some comfort, of holding onto something that’s tangible. Unfortunately, a paper proxy often allows others to control the vote, the outcomes and even the agenda of corporation meetings. Also, paper proxies don’t work well in the virtual world. They complicate things.

My feeling is that the paper proxy is on its way out.

I also wish proxies were limited to obtaining quorum or to locking in a vote – with the owner actually voting. I don’t agree with the concept of giving your vote to someone else. It makes no sense. One person, one vote.

Q: What is the difference between advance voting and eProxy voting?
A: Both of these voting options can be done by owners using their laptop or desktop computer – or by phone with some providers. As I mentioned, advance voting allows an owner to cast their own vote before the AGM or meeting and change their vote if required. While eProxies are easy to complete, I don’t see them as adding anything to electronic voting. They are kind of the old way of doing things. EVoting is easier.

The Future of Virtual Meetings

Q: A common concern in virtual environments is ensuring all demographics, specifically, individuals who may not be tech-savvy can participate. In your experience, have those groups been isolated or experienced challenges participating in virtual meetings and electronic ballots?
A: As with most new things, and virtual meetings is still a new technology, there are “old school” owners who, sadly, do not have email or internet. These owners often require help from someone to make it easy for them to participate in their condo’s virtual AGM. Telephone voting is an appropriate solution for many of these owners. Additionally, I feel that sometimes ‘old school’ owners might also benefit from a little ‘tough love’. Let’s help those who truly don’t have the means to embrace the technology but let’s nudge those who have it, but are just resisting change out of habit or comfort. The future is pretty amazing. Hop along!

Q: Do you think your clients will continue with virtual meetings after the pandemic?
A: It is my hope that most will continue with virtual meetings or, at the very least, hybrid meetings going forward. There are tons of benefits to virtual meetings, including that they are less costly in most cases. They allow the professionals including lawyers and accountants, who often have 3–4 meetings scheduled in an evening, to show up. I expect some professionals to eventually charge more for in-person meetings simply due to the additional time they require. With all the virtual meeting and voting options available, no one should feel left behind.

 

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.

Meetings Held Electronically May Now Be the New Standard – Canadian Condominium Institute Toronto Chapter (CCI-T)

CCI Toronto and Area Chapter leads the National condominium industry by providing education, information, awareness and access to expertise by and for our members. CCI does not represent any one profession or interest group. Rather, it represents all facets of the condominium community, encouraging all interest groups to work together towards one goal.

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