Digital Voting
Digital Voting Readiness Checklist
Checklist for Ontario condos preparing electronic or hybrid voting at owners' meetings and elections.
Use case: Use before adopting or deploying electronic voting for an AGM, special meeting, or director election.
Legal and document review
- Declaration and bylaws reviewed for electronic voting authority
- Bylaw or owner approval obtained if required
- Meeting notice describes electronic voting method clearly
- Legal counsel consulted for first-time or contested use
Vendor and platform selection
- Platform supports owner authentication and audit trail
- Data residency and privacy terms reviewed
- Contract defines support on meeting day and backup procedure
- Platform handles proxies or integrates with registration process
- Cost disclosed to board and reflected in budget if applicable
Owner communication
- Instructions sent with meeting notice (login, deadlines, help contact)
- FAQ published for owners without email or technology access
- Alternative participation path available (proxy or in-person if hybrid)
- Test login or sandbox offered to owners before voting opens
Technical testing
- Test election or motion configured with sample units
- Backup internet and hardware plan for in-person hub
- Failover to paper ballot or adjournment procedure documented
- Support staff trained on platform admin functions
- Voting window open/close times configured correctly
Meeting day
- Registration reconciled with electronic voter list
- Quorum tracked including electronic participants
- Scrutineer or independent observer assigned
- Results exported and saved immediately after vote closes
- Voting results record completed and signed
Records retention
- Audit log stored with meeting minutes
- Owner data handled per privacy policy
- Results filed in corporation records