Category

Virtual Meetings

CondoVoter
In Electronic Voting, Virtual Meetings

Should your HOA Board adopt electronic voting?

Online meetings and electronic voting methods have revolutionized the way HOAs conduct their business, making it easier for more members to get involved and saving costs associated with traditional in-person gatherings. It’s a game-changer for HOA board elections, ensuring fairness and accessibility in today’s digital age.

As more states and provinces adopt electronic elections and meetings, board members are considering making this possibility a reality for their associations. But is it right for your HOA board?

Let’s take a closer look at the perks and guidelines of using an online voting service for your HOA board elections.

Why would your community association want to allow e-voting?

Achieve Quorum

One of the primary challenges in HOA elections is reaching the required quorum. Traditional in-person voting often falls short. Online voting eliminates this problem, allowing more members to participate from the comfort of their homes. This, in turn, helps your HOA achieve quorum more easily. “It’s a way to enable more members to participate,” says Oshadhi Herman, Client Experience Manager at CondoVoter. “99.9% of our clients achieve quorum days or weeks before the meeting, launching the vote in advance.”

Support Member Needs

Today’s homeowners lead busy lives. Online voting services cater to their needs by offering the flexibility to vote at their convenience. This inclusivity encourages a higher voter turnout and ensures that the voices of all members are heard.

“With online voting, residents can vote from anywhere and don’t have to worry about scheduling conflicts or achieving quorum.”

Eliminate Human Error

Paper ballots and manual vote counting are susceptible to human error. Online voting provides a streamlined, automated process that minimizes the risk of mistakes. The integrity of the election process is strengthened, enhancing trust within your HOA.

Reduce Expenses

Shifting to online voting eliminates the expenses tied to paper, postage, ballot and notice distribution, reprints for lost ballots, and other costs associated with sending paper ballots and information to unit residents. This transition allows you to maintain HOA board voting procedures while cutting down on the time and expenses associated with old methods of voting, allowing your HOA to allocate funds more effectively for community improvements. “When you vote with CondoVoter, we also deliver notices to homeowners online via email, which saves time and money for many HOAs,” points out Oshadhi, Client Experience Manager

Electronic Voting Is Environment-Friendly

Moving votes online is an environmentally responsible choice. Over time, every community generates a significant amount of paper waste, contributing to a climate crisis. That’s why going green became a priority for many communities. Electronic voting aligns with this goal by reducing the need for paper and other resources associated with traditional elections.

You’ve decided to allow e-voting – now what?

Before transitioning to electronic voting for your HOA, there are essential steps you need to consider:

Educate Members:

Start by educating your HOA members about the benefits of electronic voting. Hold informational sessions, distribute materials, and answer any questions or concerns they may have. Building member confidence is key to a successful transition.

Check Your Governing Documents:

Review your HOA’s bylaws and election policies to ensure they align with electronic voting. Make any necessary amendments or additions to accommodate the new voting method. Not every state allows electronic voting for HOA elections. Read more here.

Choose a Reliable Online Voting Service:

Research and select a reputable online voting service provider. Look for features such as secure authentication, encryption, and auditing to ensure the integrity of the election process. “Thousands of communities trust us to run their votes. CondoVoter uses the same data encryption as major banks; along with features to prevent double voting, accommodate weighted votes and so much more,” notes Oshadhi, Client Experience Manager.

Self-service platform or full-service provider: What online voting vendor to choose?

The main difference is that a full-service provider will take care of your vote for you from setup to results and work with you to ensure your vote adheres to all legal requirements in your area. If you choose to go with a full-service provider, check if they have guarantees in place, such as a Quorum guarantee or Price-match.

A community’s success relies on homeowners being active, and e-voting makes it easier for them to get involved. If you’re considering an online voting service for your HOA elections, the first step is to find out if it’s allowed in your state or province. Then, choose a vendor that will help you comply with regulations in your area.

For more information on how CondoVoter can support your community with electronic voting, contact our team today.

CondoVoter
In Electronic Voting, Virtual Meetings

How to Ensure Quorum at Your Next Condo Annual General Meeting

How to Ensure Quorum at Your Next Condo Annual General Meeting

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.

A virtual AGM is conducted electronically using tools such as webinar software and electronic voting, replicating the format of an in-person meeting.

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.

CondoVoter
In Electronic Voting, Virtual Meetings

How to Master Virtual Condo Board Meetings

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.

CondoVoter
In Electronic Voting, Hybrid Meetings, Virtual Meetings

Nailing the Virtual Meeting Chair Role in Condos: Tips for a Smooth Sail

In today’s digital era, virtual meetings have become the norm for a lot of condo communities, even beyond the pandemic. If you’re new to the virtual meeting scene, don’t worry! With some effective strategies and preparation, you can confidently take on the role of a chairperson in virtual homeowner meetings.

Let’s explore some practical tips to ensure a seamless experience in leading virtual meetings in condominiums, HOAs or Stratas.

Set the Stage with a Clear Notice Package:

A well-structured notice package is the foundation for a successful virtual meeting. Make sure it provides clear instructions on how to vote and attend the meeting. This is a crucial first step to prepare everyone for the virtual gathering.

If you’re planning to engage a service provider to organize your virtual meeting, they will most likely have guides in place on how to register and attend the virtual meeting.

Ensure that you mention your provider’s name in the notice, so owners know what to expect and can follow the instructions provided.

For example, your notice of meeting package may include something like: “The meeting will take place virtually (through Service Provider). Please check your emails for your invitation and link to join the meeting.”

When you hold a virtual meeting with CondoVoter, our team reviews your notice of the meeting package, saving you time and hassle. 

Plan a Practice Session:

If you’re working with a service provider, schedule a practice session before the meeting.

Use this time to familiarize yourself with the meeting procedures and determine how owners can participate.

To maintain a smooth flow, consider using the “raise hand” function for owners to indicate their desire to speak, ensuring the minute-taker accurately records the proceedings.

For example, CondoVoter provides a moderator for every virtual meeting. Your Mod will run a practice session before the meeting and assist the chairperson by providing instructions to the owners at the beginning of the meeting as to how to participate in the meeting.

Leverage Virtual Tools:

Call on participants by name or use the virtual platform’s hand-raising feature to manage the flow of conversation.

Use screen-sharing capabilities to present relevant documents, reports, or visuals to enhance participants’ understanding of the topics under discussion.

It is recommended to keep participant microphones muted when they are not speaking. When participants raise their hand, it indicates their desire to contribute, and you can unmute them accordingly.

However, if any participants display aggression or disruptive behaviour, leverage the mute feature to maintain a respectful and focused meeting environment.

Establish and Follow Procedures:

When participants raise their hand to speak, give them an opportunity to state their name and unit number before making their motion or comment.

The moderator will keep an eye on the order of hands raised and unmute participants as directed.

Decide how quorum will be determined. Advanced voting, proxies, virtual attendance or a combination all may count toward quorum. Discuss this with your service provider during the practice session.

When you use electronic voting, depending on your by-law and territory, you can launch your online vote in advance. Advance voting counts for quorum so this way you can get quorum even before the meeting time.

For example, CondoVoter’s electronic voting platform support proxy, advance and real-time voting. Our team provides accurate vote tallies for a chairperson.

Navigate Nominations and Voting:

If there are nominations from the virtual floor, remember to ask candidates the necessary disclosure questions. Unmute candidates to allow them to respond. Set time limits for candidate speeches, if applicable, to ensure everyone stays within the allocated time.

If you have an owner-occupant election and a general election, it is important to know how online voting will work.

Depending on the provider you chose, the voting process may slightly differ. So make sure you’re on board with the process and ready to explain it to owners during the voting period.

Refine Your Script:

Prepare a script to guide the virtual meeting proceedings. Customize it based on the insights gained during the practice session. Some service providers may offer chairperson’s guides and scripts, so be sure to inquire about them well in advance.

What if you need help chairing your first virtual meeting?

As a chairperson in virtual condo meetings, you can excel by following these practical tips.

Virtual meetings hold great opportunities for community engagement but may present their unique challenges. If you need help with chairing your next meeting, CondoVoter provides chairing services specifically for virtual meetings. Our chairing team are great virtual facilitators with experience running thousands of meetings.

With our virtual chair, you’ll ensure a smooth and successful virtual meeting experience for all participants.

CondoVoter
In Electronic Voting, Hybrid Meetings, Virtual Meetings

How voting works for a Hybrid Meeting

How Voting Works For A Hybrid Meeting

What Is Hybrid Voting 

Hybrid voting is a method of casting ballots that offers a combination of traditional in-person voting and digital online voting. With this system, voters have the flexibility to pick their preferred voting option, whether it be in-person or electronically. This allows for a more inclusive and accommodating way to vote. 

Hybrid voting is particularly useful in situations where community participation is low, or you are voting on important matters.

In such cases, every vote counts and you want to make it easy for all members of your community to cast their vote. If you hold a hybrid meeting, hybrid voting system provides accurate vote tallies, ensuring that all voices are heard.

Looking to learn more about hybrid meetings? Watch this video:

What Is Hybrid Voting 

Hybrid voting is a method of casting ballots that offers a combination of traditional in-person voting and digital online voting.

With this system, voters have the flexibility to pick their preferred voting option, whether it be in-person or electronically. This allows for a more inclusive and accommodating way to vote. 

Hybrid voting is particularly useful in situations where community participation is low, or you are voting on important matters. In such cases, every vote counts and you want to make it easy for all members of your community to cast their vote.

If you hold a hybrid meeting, hybrid voting system provides accurate vote tallies, ensuring that all voices are heard.  

How Does Hybrid Voting Work 

Conducting voting during a hybrid meeting can be a very simple process.

Most managers wonder how double voting and double registration are eliminated in a scenario where owners can participate virtually or in-person.

For example, CondoVoter, an electronic voting platform for condos, strata and HOAs, has created a system to ensure that owners can experience all the benefits of a hybrid meeting without the hassle of manually consolidating votes and registration. 

Typically, owners would receive the “notice of meeting” package sent electronically (or by mail if needed) and can vote from the time the package is distributed.

An owner then has the choice to either utilize their electronic ballot before or during the meeting, or potentially vote in-person. Owners can also register through our system to attend the meeting virtually or opt out of this as well and attend in the physical room. 

At the time of the meeting, any owners that are present in-person will register with the property management team. Paper ballots would be distributed at this time, and any owner that is given a ballot would need to be marked down as voting by paper.

Once registration is complete, that information is passed over to CondoVoter to consolidate with our system. 

Essentially, any owner who is present at the meeting would be marked off as “in attendance” in CondoVoter system. Then, if the owner was provided a paper ballot, their electronic vote would be nullified, which eliminates double voting.

This also means that if an owner had previously voted electronically but is now opting to vote by paper at the meeting, they have the option to do so. 

Any proxies that are handed in at the in-person meeting can also be entered into our system in real-time.

If the proxy holder is voting on behalf of their units by paper ballot, CondoVoter would nullify any proxy units and the proxy holder’s e-vote. 

At the time of the vote, electronic voting would run the same as usual. During the voting period, owners can either cast or change their vote before the vote is officially closed. On the in-person side, owners can either vote by paper or electronically.

For any paper votes, two scrutineers would be chosen to tally up the results, and then provide this information to CondoVoter.  

This process may seem complex initially, but we have carefully curated solutions that help eliminate the stress that arises with hybrid meetings.

When a CondoVoter hybrid Technician is hired through CondoVoter, they assist heavily in ensuring that voting and registration is a smooth and seamless process. 

The two major items to note for a successful hybrid meeting with hybrid voting is that careful care should be taken to ensure that any owners attending in-person are registered (or at the very least, noted down), and that any owners provided with a paper ballot must be identified. 

Things To Keep In Mind When Implementing Hybrid Voting 

Have a reliable online voting system in place. Research various vendors and select one with a positive reputation and proven track record. 

Educate members about the new system, how to use it, and their options. This can be done by sending out informative emails or conducting training sessions.  

Consider opting for a full-service provider like CondoVoter that will take care of organizing your hybrid meeting and voting from start to finish, including sending out meeting notices, conducting training sessions, and a full electronic voting setup with on-site tech support options. 

Considering your next meeting to be hybrid?

Have our team organize your upcoming hybrid meeting, start to finish

View solutions
CondoVoter
In Electronic Voting, Virtual Meetings

Ways to Increase Engagement and Participation from Condo Owners during AGMs

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. 

Try online voting and virtual meetings
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 Condo Law, Condovoter, Electronic Voting, Remote Voting, Virtual Meetings

The Post-Pandemic Road: Leaders Share their Perspectives

CondoVoter - Team - Electronic Condo Corporation Voting

Left to right: Angel-Marie Reiner; Darryl Fulton; Catharine R. Beatty; and Shawn Pulver.

It’s mid-summer hot in Ontario. After months and months of stops and starts, you can begin to feel a difference in people’s outlook and demeanours. Most Ontarians have received at least one vaccination and many have now double dosed. Businesses are slowly reopening following the Government of Ontario’s Roadmap to Reopen. There has been a collective sigh of relief that perhaps the worst is now behind us.

So, what does this mean for the condominium industry? Will condo corporations return to the status quo pre-pandemic and hold in-person AGMs and owners’ meetings? Will each corporation choose its own path forward? We reached out to several condominium industry leaders to gather their thoughts. We hope you enjoy their observations.

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In my opinion, as we slowly experience the easing of restrictions, invariably meetings will shift back to in person. Already many meetings are being held outside to meet with contractors and for exterior inspections to name a couple. Many board members naturally prefer in person and the same with property managers. The effectiveness of meeting in person versus virtually will have an organic effect on this change in the industry. For owners’ meetings, most feedback seems to be a vocal anticipation of being able to meet again and make those connections many of us in the industry are missing. Owners’ meetings are often as much about business as they are about the social and community aspect of the corporation. Residents with language, technological or other hindrances may have been adversely affected throughout the past two annual general meetings. I do expect that people want to go back to in-person meetings to have that personal touch and interaction. Not to be forgotten, virtual meetings are quick to set up, easy to hold, allow for good communication and eliminate attendance challenges. Many corporations likely experienced a nice feeling of knowing that their quorum numbers were met well ahead of the meeting. I feel that some buildings/boards will want to have a hybridized meeting of some sort to assist better to achieve quorum. I foresee larger buildings being able to support the hybrid meeting platform with the extra costs that would be associated. Small corporations will likely fall back to meeting in person for cost reasons mainly. Some may opt for virtual just to ensure quorum. For board meetings, I anticipate the virtual meeting will become another tool in the tool box to be able to have quick meetings set up or even become an alternating meeting style. It has been a difficult road but, amongst other efficiencies that have been ferreted out in this pandemic, the virtual meeting is here to stay … but in a more useful, helpful way rather than the now vanishing forced obligation it has been.


Darryl Fulton
Regional Condominium Manager

Goldview Property Management

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I opened our Condominium Management Division in 2019; I was surprised at how dated technology was, how heavily “papered” the industry was/is. I heard from my peers in the industry who seemed to fear change, saying, ‘we have just always done it that way.’  

Can you imagine if we lived in a society where the above statement was acceptable and we didn’t grow professionally and, for that matter, personally?

I knew there had to be better ways. Before COVID-19, I could not understand why board meetings were being held in person, particularly those after hours. The mere suggestion of holding a meeting virtually was not well received.  

Board members are volunteers; many of the members work during the day, why after a full day of work, would they want to drive to our office or another location, take the meeting, and then drive home? Would it not be nicer to be home when the meeting is done, save the drive time? Plus, it would be a better solution for our property managers to save drive time and promote balance.  

We tried in 2019 to introduce virtual meetings with little success. Then the pandemic changed our lives. Virtual meetings became the norm and not the exception to the rule.    

It took time to get used to these meetings, to get a rhythm going, there were many “Bob, we can’t see you”, “Susan, you are on mute”, “Everyone, please mute as the background notice is distracting.”  

After an adoption period, our boards now prefer the virtual experience from virtual meetings, e-voting and automated payment processing.  Further the response from virtual AGMs was overwhelmingly positive. Even with the thoughts that we may be able to have AGMs in person, in the future, we have booked most of our corporations for virtual AGMs because they are more efficient and who doesn’t love efficiency!

 
Angel-Marie Reiner
President 

Onyx Condo Management

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There is no doubt that the ability to hold virtual meetings has been a saviour for the condominium industry throughout the pandemic. It has allowed unit owners to continue to stay informed about key operational and financial aspects of their corporation. As the restrictions are lifted, boards of directors will need to make decisions on whether to continue with these virtual meetings.

One of the major positive aspects of virtual meetings is their inclusiveness. As the auditor, we attend the annual general meetings for our condominium corporation clients to present the financial statements. Prior to the pandemic, some in-person meetings for buildings with over 400 units would only have 10 people in attendance. Now, when held as a virtual meeting, that same building may have over 100 people in attendance.  Virtual meetings allow many people to participate who would otherwise be unable to attend. For example, parents with young children, individuals with disabilities when a meeting is offsite and owners that do not live in their units. This increased attendance has tremendous value to a board, as it allows them the opportunity to communicate directly with more unit owners, address their concerns and share ideas to improve the management of the corporation.

From our perspective, we believe that our presentation of the audited financial statements has been greatly improved through virtual meetings. At in-person meetings, we have found that few unit owners have the financial statements with them; however, at virtual meetings, the financial statements are displayed on screen, so unit owners can follow along as we review them. This has allowed us to more effectively educate and inform the unit owners, and we have received positive feedback on the experience over the past year. 

These are just two of the positive aspects of virtual meetings, but there are many more.  For this reason, we believe that virtual meetings will continue for many corporations, in particular, the larger buildings or those that need to hold meetings offsite. The benefits of holding virtual meetings will be hard for many of the boards to ignore post-pandemic.

Catharine R. Beatty, CPA, CA
Client Service Manager

Rapkin Wein LLP

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It is clear that virtual condo meetings are here to stay for the long term. The pandemic has forced service providers in many industries (including legal) to look at other ways to provide strong services, by relying more on technology and innovation. The days of paper proxies and paper ballots are clearly numbered. As someone who has litigated election-related disputes, I can see first-hand the benefits of having electronic votes that avoid the possibility of human error, and provide owners with the opportunity to change their vote at any time. I have seen far too many situations where owners attend a meeting where the outcome of an election has already been predetermined before any candidate has even spoken. Owners may have wanted to change their vote after hearing from certain candidates, but it was too late. I am thrilled when I see condo voting and condo elections back in line with the current technological environment. 

Shawn Pulver
Founder and principal

Pulver on Condos

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CondoVoter
In Electronic Voting, Remote Voting, Virtual Meetings

Passing Bylaws the Virtual Way

CondoVoter - Team - Electronic Condo Corporation Voting

Condominium corporations are complex legal entities governed by the Condominium Act as well as their Declaration, bylaws and rules. Some bylaws, such as a bylaw to add electronic voting and virtual meetings, require a majority vote from only those residents present at the AGM or owners’ meeting (present can be in person, virtually, electronically or by proxy). Other bylaws, such as a Standard Unit bylaw, require a majority vote in favour from all voting units in the condominium. In this case study, we explore the process one corporation is undertaking to approve three different bylaws.

Overview

One year ago, a Standard Unit bylaw (SUB) was to be introduced by a Toronto area condominium corporation to residents at their AGM. While the appetite for a new SUB gained traction among residents, voting did not meet the threshold of a majority in favour from all voting units. And so the meeting was adjourned to reconvene at a later time. This process of adjournment/reconvening continued for a number of meetings.

At the reconvened meeting held in April 2021, two other bylaws were introduced: 1) Directors’ Qualifications, and 2) Telecommunications bulk metering bylaw combined with a Section 97 Substantial Vote change. Again, there was insufficient participation to reach quorum and the meeting was adjourned to allow more time for owners to review the bylaws and information about the Substantial Change vote for their next vote.

Virtual Adjourned Meeting Process

The steps involved to adjourn meetings and to reconvene at a later date can be cumbersome. The process requires the same timeframe as for AGMs: 35 days’ preliminary notice to owners and 15 days for the notice of meeting.

Tuan Tran is a Regional Manager with City Sites Property Management Inc. Tuan retained CondoVoter on behalf of the condo corporation to provide virtual meeting and e-voting services. It was Tuan’s first time working with CondoVoter who had been recommended by managers from his team. The first step was to reach out to owners by email to send the preliminary notice of the meeting. The next step was an email to the owners sent approximately 17 days before the meeting date with the notice of meeting package which also contained a unique encrypted link to the electronic ballot for owners to cast their vote in advance of the meeting. “This part of the early process went very well,” explains Tuan. “Logistics can be challenging, especially reaching offsite owners, where we have had to coordinate hard copy delivery. We saw benefits right after the first preliminary notice email notice that was sent to owners.”

Next steps included explaining meeting preparation and training for management and the board. “We really appreciated the pre-training, which included how to deal with specific elements such as raising hands, muting and other features within the platform. It was very useful.”

One specific area that CondoVoter addressed for the board was how would owners voice any concerns. “The virtual moderator took care of addressing all these concerns in meeting – working with the chair of the meeting in asking for motions and second motions,” said Tuan. “The virtual moderator also took professional control of the Q&A at the end of the meeting employing chat, virtual hands, mute/unmute. In my experience, virtual meetings allow management and boards to have more control. Meetings get less out of hand or aggressive.” Tuan adds, “These are all good features to have!”

Because of the introduction of two new bylaws and the Substantial Change vote it was important to include panellists on the agenda and add them to the Q&A. “It was crucial to have their input especially in light of the new bylaws and this was very successful.”

Finally, as a value-added service, CondoVoter offered a professional minute-taker. “One less headache to deal with for us!”

Results

Adjourned meetings have been known to take one or two years to get the necessary majority of voting units to vote to pass a bylaw.

Tuan is extremely pleased to report their corporation’s Standard Unit bylaw passed successfully! “Electronic voting was easy to track,” he adds. “We didn’t have to start over or wait for more residents to vote. We were made aware of the number of votes after each adjournment and the live feed was great.” He also appreciated the weekly reminders to vote that CondoVoter sent to owners. “This helped us get the majority vote to pass the SUB. No doubt!”

CondoVoter
In Condovoter, Electronic Voting, Remote Voting, Virtual Meetings

From e-Voting to Virtual Meetings … an Easy Transition

CondoVoter - Team - Electronic Condo Corporation Voting - Toronto

The road from Albania to Canada has brought Violla Kapllani to manage The Spire condominium highrise in downtown Toronto. Violla has worked for Y.L. Hendler Ltd. since 2013, starting as an administrator and, not long after, a property manager. In 2015 she obtained her RCM. This same year she was recognized with ACMO’s inaugural Genesis Award for ‘a condominium manager who is new to the profession and has displayed exceptional service.’

Now eight years working as a condominium professional and Violla enjoys industry participation and attends events as often as she can. “We learned about CondoVoter at an ACMO luncheon a couple of years ago,” explains Violla. “At 359 units, it was sometimes difficult for us to achieve quorum, which requires 90 owners to meet the 25% threshold. The board of directors approved the electronic voting by-law on September 2018 and it was passed at the 2018 AGM. In 2019, the board of The Spire began using CondoVoter for electronic voting.”

As a property manager, Violla has experienced many benefits of e-Voting not only for herself but for owners too.

“Owners are able to cast their votes ahead of time, which saves so much time at the meeting, not to mention money saved too.”

E-Voting gives all owners the opportunity to vote, whereas in-person meetings were not always easy for everyone to attend. “I saw a difference right away with more owners who came forward to e-Vote. Thanks to e-Voting, we are now well above quorum for our AGMs and other owners’ meetings.” She is also appreciative of the email reminders that CondoVoter sends to owners on behalf of the board. “This one step saves me so much time in preparation and money for printing.”

Violla agrees owners see benefits as well.

“Owners have a better opportunity to participate, which makes them happier. Many owners have told me they like e-Voting because it is convenient and saves time.”

In 2020, when COVID-19 prevented in-person meetings, the board of The Spire switched easily to virtual meetings. The first virtual meeting (held in August 2020) was an adjourned AGM to pass three bylaws that did not pass at the 2019 AGM, followed by a special owners’ meeting. The board of directors hired CondoVoter again for the November 2020 virtual AGM. Since e-Voting was already in place and widely used by owners, Violla reckons a proxy ballot has been used just once. “In my experience, most proxy ballots were invalid anyway due to mistakes in filling them out.”

In addition to virtual meetings, CondoVoter provides various value-added meeting services to The Spire. “Our AGM packages are sent through CondoVoter,” explains Violla. “I previously would get these printed. With virtual meetings I don’t need to order chairs or choose a venue either,” she adds with a laugh.

At their November AGM, Violla noticed more offsite owners participated than at in-person meetings. She feels virtual meetings gives everyone a chance to participate in their community. “Plus, meetings are generally shorter. We don’t have to wait for quorum. We no longer have scrutineers who retire to another room to count ballots and miss parts of the meeting. CondoVoter counts ballots for us electronically.”

All in all, the virtual meeting experience for the board and owners has been extremely positive. “One of the best things we did is hire CondoVoter. We have been impressed every time we complete a meeting.”