Annual General Meetings (AGM), director elections, and rule changes are all common community events that require owner input. Rather than waiting until the day of the meeting, residents can cast their vote online in advance — helping to achieve quorum and removing any concern about not being able to attend in person. This guide outlines how to RSVP to the meeting, submit electronic votes, and update attendance or votes if needed.
Access Electronic Voting
1. Open the email notification about the meeting and click "Access Link" to view the full meeting package and cast your electronic vote.
2. Review the meeting details and any attachments, like an AGM package. If you are unsure of your attendance, click "Vote Now" to cast your electronic vote.
If you plan to attend the live meeting, click "I Will Attend." A confirmation pop-up will then appear thanking you for confirming your attendance. Click "Vote Now" to cast your electronic vote.
3. Confirm your contact details are correct. If any information is wrong, contact your property manager to have it updated. If everything is correct, check the box "I confirm the above information is correct" and click "Continue."
4. You will then see a summary of the question types you will be asked to complete. If your ballot is anonymous, it will be indicated here. Click "Continue" to begin.
Cast Electronic Vote
Respond to the questions by clicking on your desired response followed by "Continue". The questions below may vary for your community.
5. Under "I am (We are)," select the option that best describes you:
- The registered owner
- Authorized to act on behalf of the registered owner
- The mortgagee
- Authorized to act on behalf of the mortgagee
6. Next, choose whether you would like to "Cast a blank ballot for the purpose of Quorum only" or "I would like to vote for all matters relevant to this meeting."
7. You will then be presented with the list of nominees running for the vacant Board position. Select your preferred candidate and click "Continue."
If your community allows write-in nominations, and you don't see your preferred nominee, enter their name in the box provided and click "Add." The nominee will be added to the list and selected as your choice.
If you were given multiple votes, distribute your votes amongst the nominees. Your ranking preferences will be indicated beside the nominee.
If cumulative voting is enabled, use the "+" and "-" buttons next to each nominee's name to assign your votes. You can place them all on one person or spread them out.
8. For each special matter presented (such as a rule change or amendment), select either "In Favour" or "Opposed," then click "Continue."
9. Review the summary of your contact details and responses. If everything is correct, click "Submit" to finalize your vote. If not, click "Back" to make any revisions.
10. Your electronic vote has been submitted. You can now exit the window.
Update Vote or Attendance
You may update your vote or change your attendance at any time before the meeting starts.
1. Log in to Condo Control and select "Electronic Voting" from the main menu. Click the edit (pencil) icon beside the appropriate meeting.
Note: This may be called "Proxy Voting" instead of "Electronic Voting" in your community.
2. On the meeting page, a banner will appear stating "You have already submitted your vote. Please continue to update your preference now." From here you can:
- Click "Update Your Vote" to change your responses,
- Click "Show vote details" to review when you submitted your vote, or
- Click "No, I am not attending" to change your RSVP.