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