At some point, every community association must tackle the important task of approving a new by-law—a process that can feel overwhelming for board members and managers alike. From navigating legal consultations to collecting owner votes, the journey is often lengthy and complex.
Traditional voting methods bring added challenges, with paper proxies, low participation, and constant follow-ups just to reach quorum. It’s a time-consuming process that drains valuable time and resources.
But there’s a solution: Electronic voting has already made a big impact in annual general meetings (AGMs) by making director elections easier. Homeowners can vote anytime, from anywhere, with no need for paper proxies—a major help in securing quorum well ahead of meetings. And here’s the good news: electronic voting can do just as much for by-law votes.
Why Are We Still Using Paper Ballots?
Many communities stick to paper ballots and in-person gatherings for voting, especially when face-to-face connections are important. But with by-law votes often requiring 50% + 1 approval, gathering enough support can feel like an uphill battle. Collecting paper votes takes time, and if an owner sells their unit before the vote closes, the process might need to start over. Plus, activities like door-knocking and manual ballot counting are time-consuming and far from efficient.
Voting Made Inclusive and Accessible for Everyone
These days, nearly everyone has access to a smartphone or a computer, and for those who don’t, there’s always the telephone. Electronic voting is incredibly inclusive because it provides multiple options for participation. Residents can vote on their phones with a simple tap, while those who prefer not to use digital devices can vote securely over the phone, similar to telephone banking. This way, every owner, regardless of tech familiarity, has an opportunity to vote. And with the higher approval thresholds often required for by-laws, maximizing participation is key.
Saving Time and Ensuring Accuracy
Electronic voting is a massive time-saver. There’s no need for manual ballot counting; electronic votes are automatically tallied, and results are visible in real time. The system handles the workload, ensuring accuracy and providing digital records that make filing the by-law straightforward. Advanced systems also prevent duplicate votes by recognizing when multiple owners share a unit. Plus, electronic voting creates an audit trail, capturing details like vote time and IP address, adding an extra layer of security. And, when a third-party provider manages the voting process, boards and managers can trust in the integrity of the results.
Send Reminders to Increase Participation
Electronic voting also makes it easy to boost participation. Reminders can be sent to owners who haven’t yet voted, encouraging them to participate. Most systems allow for a few reminders each week, customizable based on participation needs.
Including key information about the by-law’s importance, with links directly to the ballot, helps residents take action quickly. Adding attachments like legal documents or simple explanations directly on the ballot makes it easy for owners to understand what’s at stake. Communities that consistently use reminders see higher participation and smoother by-law approval processes.
Hassle-Free Continuation to the Next Meeting
Despite strong efforts, sometimes by-laws don’t pass on the first try. Electronic voting systems allow votes to be saved and carried over to future meetings. If ownership changes, previous owners’ votes are removed, and new owners are invited to participate, keeping the vote tally accurate. This feature reduces the manual work for boards and managers and removes the need for re-hosting costs, making the process cost-effective and stress-free.
Cost-Effective and Convenient
One of the standout advantages of electronic voting is its ability to cut costs significantly. Mailing expenses are reduced or eliminated entirely, and the administrative tasks that once piled up on board members and managers are now efficiently managed by the voting service provider. This not only saves time but also often translates to real savings for homeowners, helping to reduce common fees and make community living more affordable.
Conclusion
Electronic voting is the future of by-law votes for community associations. It’s accessible to everyone, reduces administrative work, and saves money—benefits that are passed along to homeowners. With features like automatic vote tracking and secure audit trails, it also offers peace of mind to boards and owners.
By-law votes can be tough, but electronic voting makes the process simpler, faster, and more transparent. If your community hasn’t made the switch yet, now’s the time to consider exploring electronic voting.
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