Our Process

STEP 1: Planning Stage

The first step to a successful election includes determining the package that is best for your electorate. We offer various high and low-tech voting and meeting solutions so we can accommodate a full spectrum of voters. We believe that it should be easy for every voter to cast a ballot and attend the meeting.

  • We believe that it should be easy for every voter to cast a ballot and attend the meeting. Our voting options are detailed here.

    We work with your Managing Agent and building attorney to ensure our election and annual meeting plan fully complies with your building bylaws. We will create a timeline of mailings, reminders and a test meeting leading up to your Annual Meeting date.

    Once we iron out the details of your election needs, we work with your Managing Agent to ensure all relevant voter information is collected in a spreadsheet that we will upload into our system.

STEP 2: Preparing for the Annual Meeting

After we complete the initial planning stage, we will begin preparing for your Annual Meeting. We will create a custom proxy specifically for your election. We can incorporate a building logo, candidate pictures, biographies and statements. If you want voter feedback on an important topic, a “Question and Answer” section can be included on the proxy. Motions may also be added to the proxy.

  • We will continue to work in tandem with your Managing Agent to execute the timeline created during the planning phase. We will distribute the proxy along with detailed instructions on voting and voter validation. We provide voter support should voting questions arise. We provide a secure online voting system which is detailed here - Security Features. Once a proxy is submitted, the voter receives a confirmation email and we use the submission to track progress towards quorum.

    Approximately a week prior to the Annual Meeting we will hold a test meeting. All of the presenter stakeholders will be invited and we will address any questions relating to running the virtual meeting. We will also review the agenda to ensure the Annual Meeting goes smoothly and all presenters understand their roles.

STEP 3: The Annual Meeting

Finally, the day we have been preparing for is here!

We continue collaborating with your Managing Agent and follow the timeline created during the planning stages. We recommend that final email reminders go to presenters and electorate the day of the meeting. We host, manage, open and close the meeting, including changing between presenters and ensuring the agenda is followed.

  • We continue to track quorum and advise when it is achieved.

    Our Election Experts monitor your election and are able to update the ballot in “Real-Time” to include motions made during the meeting and “nominations from the floor”. We provide customer support for your electorate throughout the meeting to ensure every voter is empowered to vote.

STEP 4: Post-Annual Meeting & Election Results

Following your annual meeting, we certify your election results in accordance with BCL 611 and distribute them to designated parties. Our service supports election audits and allows for your building attorney, Managing Agent or Inspector of Elections oversight. Finally, we furnish a printout of the balloting and election results for good record keeping.