Most condo by-laws require a majority of units to vote in favour of the by-law for it to pass. Even in small condo corps, this can be a challenging task with off-site absentee owners, owners not understanding by-laws, and owners simply refusing to participate or vote.
In this post, we’ll outline our 7 tips and tricks to successfully pass by-laws.
1. Circulate the Proposed By-Law Well in Advance
Give owners enough time to review the by-law before the vote to make sure owners are aware of the changes being considered and have time to form an opinion, ask questions, or raise concerns.
2. Provide an Explanatory Covering Note
Don’t assume owners will automatically understand the implications of a proposed by-law. Along with the by-law itself, include an explanatory covering note that outlines:
- Why the by-law is being proposed?
- Why the by-law is important: Help owners understand its relevance to their daily lives and the long-term health of the condo corporation.
- Why owners should vote in favor of it: Highlight the benefits of the by-law and how it can improve the overall living experience in the community.
If you’re proposing something like a standard unit by-law or an insurance deductible by-law, provide real-life examples that illustrate how the by-law will work in practice. For example, if proposing an insurance deductible by-law, you might explain how it can help prevent the corporation from being burdened by large repair costs that could otherwise fall to individual owners in the event of a claim.
3. Hold a Townhall Meeting
A townhall-style meeting is a fantastic way to engage owners and address any concerns they may have, in advance of the voting meeting. It offers a platform for open discussion, where the board can explain the rationale behind the by-law and answer questions directly. This helps clear up any confusion and provides transparency, which is vital to building trust among unit owners.
Make sure the meeting is scheduled at a convenient time to maximize attendance and ensure enough notice is given. You may also consider offering a virtual meeting option for owners who cannot attend in person.
4. Circulate Meeting Minutes or a FAQ Letter
Not every owner will attend the townhall meeting, but it’s important to ensure that everyone has access to the information discussed. After the meeting, circulate the minutes (if minutes are taken) to all owners or you can prepare a FAQ (Frequently Asked Questions) letter that addresses common concerns raised during the townhall and provides additional context for those who may have missed the meeting.
5. Set Up a Table for Informal Discussions
Sometimes, owners don’t have time to attend meetings or read lengthy documents, but they might be more inclined to ask quick questions when they’re passing through common areas. Set up a table in the lobby or other high-traffic areas where board members and/or management can be available to discuss the by-law informally. This provides an opportunity for owners to drop by, ask questions, and get immediate feedback.
At this table, have copies of the proposed by-law, an explanation of the vote, and proxy forms available for those who want to submit their vote without attending the meeting. Make sure to offer friendly, approachable support so that owners feel comfortable stopping by.
6. Consider Implementing Electronic Voting
In today’s digital age, many owners may prefer the convenience of voting electronically, especially if they can’t attend the meeting in person. This can help ensure higher participation rates and make the process more accessible to busy owners who may not be able to attend the meeting physically.
7. Promote, Promote, Promote
Communication is key when it comes to passing a by-law. The more informed and engaged the owners are, the more likely they are to vote in favor of the by-law. Consider:
- Email newsletters to provide updates and reminders.
- Posters in common areas.
- Informal socials to discuss the by-law (summer BBQ and By-law, anyone?).
Passing by-laws in a condo corps can be a tedious task but with the right strategy, it doesn’t have to be daunting. By ensuring clear, timely communication and offering multiple opportunities for owners to engage, you can increase the chances of successfully passing the by-law. Remember, the more transparent, accessible, and responsive you are, the more likely owners will feel confident in supporting the changes. So plan early, communicate clearly, and make the voting process as easy as possible!
