Why Your Community Isn’t Reaching Quorum & How to Increase Turnout
- Valeriia Dolgova
- Nov 4
- 3 min read
Reaching quorum isn’t just about meeting legal requirements. It’s what empowers your board to make decisions, elect directors, and keep the community moving forward. Yet many boards struggle to achieve quorum year after year.
In most cases, the issue isn’t owner apathy. It’s how participation is made accessible, explained, and supported.
Here are the top three blockers that quietly prevent communities from reaching quorum and what practical steps you can take to overcome them.
1. Inconvenient Voting Options
Most owners don’t skip meetings because they don’t care. They skip them because participating isn’t simple.
Paper ballots get lost. Mailing deadlines are missed. For off-site or seasonal owners, attending in person is often unrealistic.
The solution: Make participation effortless.
Implementing electronic voting gives owners the flexibility to vote securely from any device, at any time during the voting window. Adding a virtual or hybrid meeting option ensures every eligible owner can attend and be counted, regardless of location.
Communities that move to online voting often achieve quorum days in advance, minimizing staff workload and avoiding the frustration and cost of adjourned meetings.
2. Communication That Doesn’t Inspire Action
A standard “Notice of Annual Meeting” rarely drives engagement. Many owners don’t fully understand why their participation matters or what’s at stake.
The solution: Shift from procedural to purposeful communication.
Instead of “We need quorum,” try messages that connect participation to community outcomes: “Your vote keeps our community running. Without it, key projects may be delayed.”
Use multiple touchpoints such as email, text, and community portals to reach owners where they are.
A few best practices:
Send a direct “Vote Now” email with a one-click link to the ballot.
Clearly state the meeting’s purpose (“We’ll be electing board members and approving the annual budget.”)
Follow up consistently. CondoVoter data shows that sending three or more reminders can increase participation by up to 40%.
3. Owners Don’t See the Value in Participating
When owners feel disconnected from the board’s decisions, it’s easy for them to assume their vote doesn’t matter.
The solution: Show that every vote counts.
After meetings, share a brief summary highlighting what was accomplished and how owner input shaped the outcome. Recognize engagement in newsletters or community updates. When residents see that their participation drives progress, they become more invested in the process.
Case Study: Windsong Condominiums
At The Windsong Condominiums Association in Colorado, General Manager Beth Ballaseux wanted to make participation easier and more inclusive for nearly 400 units.
Traditional paper-based voting had been cumbersome, especially for off-site owners.
To modernize the process, Beth and her management firm, WRMC, introduced electronic voting for board electionsand hosted their annual meeting virtually. The results exceeded expectations.
“Although our community has a low quorum threshold, we were still pleasantly surprised to see nearly 50% of owners voting — the highest we’ve ever seen,” Beth says.
Owners could vote online ahead of time or join the meeting virtually, making participation simple and accessible for everyone.
“The platform was easy for everyone to use, and it transformed engagement in our community,” Beth explains.
On meeting day, everything ran smoothly thanks to clear preparation and expert support.
“We never thought a virtual annual meeting could run this smoothly,” Beth shares. “It gave our off-site owners a convenient way to participate while the CondoVoter team trained our board and offered incredible support.”
For Beth, the benefits extended far beyond convenience.
“Higher participation means more engaged owners, smoother meetings, and stronger decisions for the community.”
Why Boards and Managers Are Making the Switch
Paper Voting | Online Voting |
Low turnout and quorum uncertainty | Higher participation — quorum often achieved before the meeting |
In-person attendance required | Accessible from anywhere, on any device |
Hard to track participation and quorum progress | Real-time tracking with visibility into who has or hasn’t voted |
Time-consuming for boards and managers | Automated setup, reminders, and certified results |
How to Get Started
Review your documents. Make sure electronic voting and virtual meetings are allowed under your local laws. If your bylaws limit voting methods, you may need to update them first.
Choose a full-service provider. Partner with a trusted company like CondoVoter for a secure, compliant, and fully managed voting process—from setup to certified results.
Update owner emails. Ensure your records include current email addresses for all owners so everyone receives voting details on time.
About CondoVoter
CondoVoter helps condos and HOAs run secure, compliant, and stress-free elections.
From setting up ballots to reaching quorum and certifying results, our team ensures every vote is fair, transparent, and effortless.
