Normally, the last item on an AGM (Annual General Meeting) agenda is the election of a strata council.
Below is a suggested revision of the voting process that could be used for future AGMs (or SGMs if election of council occurs at one) that aims for better transparency, accuracy and speed.
Conducting and counting votes
- The vote is held by a show of hands, with voting cards in hand. Each candidate would be voted on in turn.
- The votes would be counted and confirmed by at least two independent people:
- The two vote counters would not be running for council.The two vote counters would not include any current council members.
- The two vote counters would not include the strata manager.
- The two vote counters would not include anyone currently under contract with Copperstone (eg. caretaker or cleaning staff)
- The two vote counters would be anyone attending the AGM/SGM who fits into one or more of these groups:
- Owners not running for council
- Tenants (who are ineligible to run for council)
- Spouses or partners not on title or other adult family members
- Guests of adult age
Vote requirements
A candidate must get a majority of votes from eligible owners to be elected. What does this mean?
Example: 100 owners are registered to vote. A majority of votes would be 51. To be elected to council, an owner would need to get at least 51 votes.
A strata council, per the BC Strata Property Act, may be between 3 and 7 members.
Voting process
- The call is made for candidates.
- After all candidates raise their hands, they are asked to assemble at the front of the hall (this includes any council members choosing to run again).
- A whiteboard at the front of the hall is used to write the names of the candidates clearly and legibly, so all owners can see them.
- The names are written in alphabetical order, going by last name.
- The candidates then stand in the same order, left to right.
- Each candidate has one minute to speak to the owners on why they should be elected.
- If a candidate declines to speak, they must indicate so when it is their turn.
- After all candidates have spoken, the vote for each candidate commences with a show of hands, in the same alphabetical order.
- The two vote counters verify the number of votes per candidate.
- The verified number is written next to the candidate’s name on the whiteboard.
- After the last candidate’s votes are verified, the new council will be known, and the new members of council will be asked to stay up front. The other candidates will return to their seats for the conclusion of the AGM.
Why this way is better
- A show of hands can be confirmed by all in attendance, for maximum transparency.
- Counting of votes is done by two independent people, to ensure accuracy.
- Candidates do not count votes, eliminating a conflict of interest.
- Results are available quickly.
- The whiteboard ensures names and results are fully visible to all throughout the process.
- All candidates are presented on equal terms (no incumbent advantage).
BC government regulations on Voting at a General Meeting
Voting at a general meeting
Link: Voting at a general meeting
Effective November 24, 2022, all strata corporations in B.C. are allowed to conduct annual and special general meetings in-person or by telephone or other electronic means, or use a hybrid of in-person and electronic participation. No strata bylaw is required.
The strata council chooses the format of the meeting and must include in the meeting notice, instructions for participating by phone or other electronic means if permitted.
The ability to hold general meetings electronically or by a hybrid method has changed some requirements for conducting meetings. The Standard Bylaws (which can be amended) set out the following provisions that deal with voting at general meetings:
- a voting card must be issued to all eligible voters. Note: voting cards are not required to be issued to voters participating electronically.
- votes can be decided on a show of voting cards. Note: this does not apply to voters participating electronically.
- an eligible voter can request a precise count, and if a precise count is requested, the chair must decide whether it will be by a show of voting cards, roll call, secret ballot or some other method
- the outcome of each vote (including the number of votes for and against the resolution if a precise count is requested) must be announced by the chair and recorded in the minutes of the meeting
- if an eligible voter requests a secret ballot the vote must be taken that way. Note: voters participating electronically are not entitled nor required to have a secret ballot.
- a tie vote can be broken by the president of the strata council, or vice president if the president is unwilling or unable to act
CHOA (Condominium Home Owners Association) article on Election of a Strata Council