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"We are reaching quorum at every meeting"–How FirstService Residential conducts condo board elections online

“When the pandemic started, many owners were all nervous about conducting meetings virtually. Now they feel confident and happy, and that’s in huge part thanks to CondoVoter,” stated Fred Mucci, Regional Director, FirstService Residential after the conclusion of a recent virtual meeting.

Fred reckons he has chaired 20+ virtual meetings with CondoVoter providing hosting duties.

“I have not had a bad experience. Anything we’ve asked of CondoVoter has been provided. The host is always friendly. The orientation sessions are helpful. CondoVoter staff walk participants through the steps including how to conduct a show of hands. Then the manager takes over control of the business meeting itself. Knowing the support is there takes the pressure off the chairperson.”

Condominium corporations conduct meetings with owners and residents as a regular part of the condominium’s operations.

“In-person annual general meetings and special meetings have always been such an important aspect of condominium affairs,” adds Fred. “People gear up towards them and that’s great. But a virtual meeting allows the real business of a corporation to take place with fewer interruptions.”

Fred likes to emphasize the efficiency of virtual meetings.

“We can actually run a business meeting in one hour or less and achieve all the goals we set out. Advance voting also contributes to the meeting’s efficiency. We are reaching quorum at every meeting.

With telephone voting included in CondoVoter’s services, there’s an added benefit that helps to reach quorum.

“Telephone voting is ‘invisible’ because it’s conducted behind the scenes. We rely on CondoVoter for this function. I’m loving it.”

Most of the properties that Fred supervises are townhomes. A small number of owners have been reluctant to attend saying it doesn’t feel like a meeting. “There’s no opportunity for chit chat,” he laughs. “But there’s less anxiety for others. Plus, due to the technology aspect of virtual meetings, the actual meeting becomes the centre of attention and less emphasis on the social function.”

He concedes the elderly demographic still miss the social aspect of meetings and always will. “After this is over and we are back to normal, we have one property that will go back to in-person meetings and that’s OK.”

Fred and his team have had some discussion about meetings going forward and definitely want to continue with virtual meetings “with one annual ‘Town Hall-style’ in-person meeting when it’s allowed, just so people can still meet together. It’s a bee in my bonnet.”


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