How We Bring Your Meeting Together
From by-laws review to clean post-meeting records — what working with us looks like, step by step.
- 01
By-laws review
We read your governing documents — by-laws, declaration, proprietary lease — and identify the rules that govern this meeting: quorum thresholds, proxy rules, notice obligations, electronic-participation provisions.
- 02
Quorum & attendance strategy
We design how you'll reach quorum legitimately, inside what the by-laws allow. That includes proxy collection windows, electronic-participation strategy, and adjournment-and-reconvene mechanics if first-call quorum is at risk.
- 03
Notice & invitations
We coordinate proper notice with the board or management company on the schedule your by-laws require, and send shareholder or unit owner invitations that match the meeting format.
- 04
Pre-meeting setup
We finalize the agenda with the chair, prepare ballots for any votes, build the attendee list from the member roster, and walk the board through what to expect on meeting day.
- 05
Meeting day
We host the meeting. Your board attends and chairs the room. Our team handles attendance verification, motion flow, voting, and the procedural support the chair needs in real time.
- 06
Voting & tallying
We run votes through our secure digital voting service, with unique-voter authentication, real-time tallying, and a complete audit trail. We produce certified results as soon as voting closes.
- 07
Post-meeting records
We deliver a clean draft of the minutes, vote certifications, attendance logs, and proxy documentation in formats your secretary, management company, and counsel can file directly.
What We Need From You
- Current by-laws and any amendments
- Declaration or proprietary lease
- Member roster (shareholders or unit owners)
- Prior year's annual meeting minutes
- Target meeting date or window
- Preferred agenda items and motions known in advance
What We Deliver
- By-laws review summary with quorum strategy
- Drafted notice and invitation materials
- Hosted virtual meeting on the agreed date
- Real-time attendance verification and quorum tracking
- Authenticated digital voting with audit trail
- Certified vote results
- Clean minutes draft for the secretary's review
- Attendance and proxy documentation
Common Questions
Ready to Start the Process?
Tell us about your building. We'll respond within one business day.