What Is Advance Electronic Voting in Condo Annual Meetings?

Advance (also called early) electronic voting is a method that allows condominium owners to cast their votes online before the annual general meeting (AGM) takes place.

Instead of waiting to vote during the live meeting, or submitting paper ballots or proxies, owners can securely vote in advance within a defined voting period.

This approach has become increasingly common as condominium legislation and meeting practices evolve to support electronic participation.

How Advance Electronic Voting Works

Before the AGM, owners receive a voting notice by email or mail. This notice typically includes:

• Information about the meeting and items up for vote

• Clear voting instructions

• A secure link to the voting platform

• A deadline for submitting votes

Owners can review the materials and vote at a time that works for them, days or even weeks before the meeting. Until the voting period closes, owners may change or update their vote if needed. Once voting closes, all votes are securely recorded and cannot be altered.

During the AGM, advance votes are combined with any votes cast live (if applicable), and results are calculated and announced.

What Can Be Voted on in Advance?

Advance electronic voting is commonly used for:

• Board elections

• By-law amendments

• Special resolutions

Routine or procedural matters may still be handled during the live meeting, depending on local regulations and meeting structure.

Why Condominiums Use Advance Electronic Voting

• Higher owner participation

Many owners cannot attend meetings due to work, travel, or time zone differences. Advance voting allows them to participate without being present.

• Faster quorum

Because votes are collected ahead of time, corporations often reach quorum before the meeting begins, avoiding adjournments and reconvened meetings.

• Better decision-making

Owners can review documents carefully and vote without pressure, leading to more informed participation.

• Reduced reliance on proxies

Electronic voting simplifies the process and minimizes errors commonly associated with paper proxies.

• More efficient meetings

With votes already collected, AGMs run more smoothly and focus on discussion rather than lengthy voting procedures.

Is Advance Electronic Voting Compliant?

In many jurisdictions, condominium legislation permits electronic voting for meetings and elections, often without requiring a special by-law.

Corporations should always confirm local legal requirements and use platforms designed specifically for condominium governance.

Advance Voting vs. Live Voting

Advance electronic voting does not replace the AGM. Owners can still attend, ask questions, and participate in discussions, while voting is handled in a more accessible and reliable way.

In Summary

Advance electronic voting gives condominium owners flexibility, improves participation, and helps boards and managers run more efficient, compliant annual meetings. As communities modernize their governance practices, advance electronic voting has become a practical and trusted solution.