Proxy Voting - Hosting a Virtual Meeting Video Guide

Welcome to the Proxy Voting: Hosting a Virtual Meeting overview. In this video we will demonstrate how to configure your virtual meeting settings, check your quorum count, and launch voting questions.

To get started, open your Zoom meeting as the host. You can then customize your Zoom settings to help ensure your meeting runs smoothly. We recommend you select the following settings. 

First, open the Security tab. Under Allow All Participants to, only check off Chat, Start Video, and Set Meeting Timers. This will prevent owners from having access to controls that may disturb the meeting such as changing their names, unmuting, or sharing their screens. 

Next, open the Participant pane and select the 3 dots in the top right corner. The settings you should checked off are Mute Participants upon Entry and Enable Waiting Room. 

Finally, open the Chat pane and select the 3 dots at the bottom of the window. Here you can set who your participants can chat with. We recommend you select Host and co-hosts. This will prevent sidebar conversations and ensure potentially rude or inappropriate remarks are not seen by everyone in the meeting.

Now that your settings have been configured, minimize the Zoom window and login to your Condo Control Account. Then, select Proxy Voting or Electronic Voting from the main menu followed by the View icon beside your proxy event. 

To begin your meeting, select the Virtual Meeting tab. Then, click Start Meeting and enter either your meeting ID or Zoom link. Once completed, click Start followed by Join Meeting, and select your preferred name. This information is pre-populated using your Condo Control account information. Select Join and your meeting is now live.

Once you have entered the meeting, do not select Join Audio. This will cause an echo since you are already connected to the audio in the minimized Zoom window. If you accidently join the audio, select the arrow beside the Mute icon click Leave Computer Audio. When your audio settings have been configured, click Join.

To check the quorum count for the meeting, select View Attendance. You will then see a breakdown of units that voted in advance as well as units in attendance that have not submitted votes. The system will add these values together and provide the total number of units represented which you can compare against your listed quorum requirement. If quorum has been met, you can proceed with your meeting. 

During the meeting you can select and send your existing questions, add an additional option to a question, or create a new question. 

To send a question that was available through advanced voting, select Send Existing Question and choose a question from the drop-down menu. You will then be able to view the question and answers options. If you need to add another answer option, like a new nominee, select the plus sign icon and enter the appropriate information in the box provided. 

You can also set a question timer that will keep track of time during the meeting. Voting will not be stopped once the timer runs out. Adjust the time for the question by entering the number of minutes allocated to the voting period. Once completed, select Send to launch the question.  

To create a new question, select Add New Question, enter the new question, and answer options, and click Send. Participants will then be able to submit their vote through the system. You will see the number of votes go up in real time as participants submit their responses.

Participants will see the questions under the meeting screen. To avoid confusion, we recommend telling them to exit full screen mode and scroll down to refresh the page. Before launching an owner-occupied question, inform the participants that the question will only appear for users whose units are listed as owner-occupied in the system. 

When its time to end the voting period, click Close voting to prevent new votes from coming in. You can then view the final results by selecting Check Results. This will include both advance voting results and live voting results.

To close the meeting, select the Summary tab and click End Zoom Meeting. A pop up will appear asking you to confirm your decision. Click Confirm. The meeting will now be closed for all your participants. Once the meeting is closed through the system, return to your Zoom window, and click End Meeting.

That concludes the Proxy Voting: Hosting a Virtual Meeting overview. For more information on the virtual meeting feature, please refer to our user guides.