Online meetings have become a regular part of strata living in British Columbia. For many strata corporations, holding an Annual General Meeting (AGM), Special General Meeting (SGM), or council meeting electronically can make it easier for owners and council members to participate.
But convenience does not mean strata corporations can overlook proper meeting procedures.
Whether your strata meets in person, online, or uses a combination of both, councils need to understand the rules around electronic participation and make sure meetings are accessible, properly organized, and conducted in accordance with BC’s Strata Property Act and regulations.
Can BC Stratas Hold Electronic Meetings?
Yes. BC strata corporations may hold general meetings electronically, provided the meeting is conducted in a way that allows participants to communicate with each other. Depending on how the meeting is structured, participants may join by telephone, video conference, or another electronic method that meets the legal requirements.
Electronic participation can be particularly helpful for owners who are travelling, live elsewhere, have mobility challenges, or simply find it difficult to attend an in-person meeting.
However, strata councils still need to follow the same fundamental requirements that apply to strata meetings, including proper notice, quorum, voting, and record keeping.
What Should Be Included in the Meeting Notice?
Clear communication before an electronic meeting is important. The meeting notice should provide owners with the information they need to participate. This may include instructions for joining the meeting, the technology or platform being used, phone-in options if available, and any steps owners need to take before the meeting.
Councils should also think about what happens if an owner has difficulty connecting. Providing clear instructions in advance can help reduce confusion on the day of the meeting and allow the meeting to focus on strata business rather than technical troubleshooting.
How Does Quorum Work at an Electronic Meeting?
Quorum requirements still apply when a strata meeting is held electronically.
Owners participating electronically in accordance with the meeting requirements can generally be counted toward quorum. The strata should have a clear way to identify who is attending and confirm that the required quorum has been reached before proceeding with the meeting.
Keeping an accurate attendance record is also important for the strata’s records.
How Does Voting Work?
Voting at an electronic meeting needs to be managed carefully.
The strata must have a reliable process for eligible voters to cast their votes and for those votes to be counted accurately. The process may vary depending on the technology being used and the type of vote taking place.
Councils should consider these procedures before the meeting rather than trying to solve them in real time. This is particularly important when voting on resolutions that require a specific voting threshold or when a secret ballot is requested or required.
What About Proxies?
Electronic meetings do not eliminate the use of proxies. Owners who are unable to attend may still appoint a proxy in accordance with the Strata Property Act. The strata should have a process for receiving and verifying proxy appointments before or at the meeting. Clear procedures help ensure the person chairing the meeting knows who is entitled to vote and whether anyone is voting on behalf of another owner.
Common Challenges With Electronic Strata Meetings
Technology can make meetings more accessible, but it can also create new challenges.
Poor internet connections, difficulty identifying speakers, confusion about voting procedures, and participants speaking over one another can make a meeting difficult to manage. Privacy and security should also be considered when choosing and using an electronic meeting platform.
Having a clear process can make a significant difference.
Before an electronic AGM or SGM, strata councils should consider:
The goal is not simply to hold the meeting online. It is to make sure owners have a reasonable opportunity to participate and that the meeting is conducted properly.
Good Meetings Start With Clear Communication
Whether a strata meeting takes place around a table or through a computer screen, good communication remains essential.
Owners should know when and how the meeting will take place, what will be discussed, how they can participate, and how decisions will be made.
For strata councils, planning these details in advance can help meetings run more smoothly and reduce misunderstandings. It also helps owners feel informed and included in decisions affecting their strata community.
Over the years we have found that electronic council meetings are an efficient and practical way to conduct regular strata business, saving both time and money for our clients without compromising communication or participation. That is why most of our council meetings are held online.
Looking for Strata Management Support?
At Fort Park, we believe that better strata living starts with practical guidance, clear communication, and well-managed processes. As the way strata communities meet and communicate continues to change, having the right procedures in place can help councils stay organized while making it easier for owners to participate.
Managing a strata involves more than organizing meetings. It requires consistent communication, reliable processes, and a team that helps your council stay on top of changing requirements.
If your strata is looking for proactive and responsive strata management support in Vancouver or across BC, contact Fort Park. We’re here to help you navigate the day-to-day challenges of strata living with practical guidance and CARE.
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