For many body corporate committees, the biggest challenge is not getting motions passed. It is getting owners involved in the first place.

Low attendance at meetings is common across apartment buildings, townhouse developments and mixed-use schemes. Owners are busy. Some live interstate. Others are investors who rarely engage unless a major issue arises.

That creates a practical problem. Important decisions still need to be made.

Online voting has become one of the most effective ways for body corporates to improve participation while maintaining proper governance. The key is understanding what your legislation allows and ensuring the voting process remains transparent, secure and compliant.

Why online voting is becoming the norm

Traditional body corporate meetings often rely on a small number of attendees making decisions on behalf of a much larger ownership group.

That is not necessarily because owners do not care.

More often, they cannot attend a meeting scheduled for a particular evening, they are travelling, or they simply find the process inconvenient.

Electronic voting removes many of those barriers.

Owners can review motions in advance, cast votes from anywhere, and participate without attending in person. For committees and strata managers, it also reduces administration and helps create a clear audit trail of voting activity.

The result is often better engagement and a stronger mandate behind important decisions.

Is online voting legal for body corporate meetings?

The short answer is yes, but the rules vary across Australia.

Body corporate and strata legislation is state and territory based. While most jurisdictions now allow some form of electronic participation and voting, the specific requirements differ depending on where the scheme is located.

For example:

Before implementing any online voting process, committees should confirm the requirements that apply to their specific jurisdiction and scheme.

Online voting does not remove governance obligations

One misconception is that moving voting online somehow simplifies the legal requirements surrounding meetings.

It does not.

The same obligations generally still apply.

Meeting notices must be issued correctly. Eligible voters must be identified. Voting entitlements need to be respected. Records must be maintained. Meeting outcomes must be documented.

In Queensland, for example, electronic voting systems must be capable of preventing ineligible votes and duplicate voting. The process must also allow votes to be received securely according to legislative requirements.

The technology changes. The governance responsibilities remain.

Common motions suited to online voting

Most body corporates use online voting for routine and recurring decisions such as:

Where secret ballots are required, electronic voting systems can often provide greater confidentiality than traditional paper-based methods while still maintaining an audit trail. Legislative requirements should always be checked before implementing a particular voting approach.

The role of proxies in an online environment

Proxies continue to play an important role in many body corporate meetings.

An owner who cannot participate directly may still appoint a proxy where legislation permits. The use of electronic voting does not automatically remove proxy arrangements.

What often changes is how those proxies are managed.

Digital systems can simplify proxy collection, validation and reporting, reducing the administrative burden on committee members and strata managers while helping ensure voting records remain accurate.

Transparency matters more than technology

When disputes arise after a body corporate vote, the issue is rarely the technology itself.

The real questions tend to be:

Owners are generally more comfortable accepting outcomes when the process is transparent.

This is one reason many larger schemes choose independent vote management or scrutineering for significant motions. An independent party can provide confidence that votes have been collected, counted and reported impartially.

Practical considerations before introducing online voting

Before moving to electronic voting, committees should consider a few practical questions.

First, does the scheme have authority under its applicable legislation and governance documents?

Second, how will owners receive voting information and instructions?

Third, what support is available for owners who are less comfortable with technology?

And finally, how will records be retained in the event of a future dispute or challenge?

The most successful implementations focus as much on communication as they do on technology.

Owners are far more likely to participate when motions are clearly explained and the voting process is straightforward.

How electronic voting can support better participation

One of the recurring themes we see across body corporate schemes is that participation improves when owners can vote on their own schedule.

Attendance at a physical meeting often requires a specific time commitment.

Casting a vote online usually takes only a few minutes.

That convenience can make a significant difference, particularly for investor-owned properties, regional schemes, and developments where owners are geographically dispersed.

For committees looking to improve engagement while maintaining strong governance standards, online voting is increasingly becoming a practical part of modern body corporate administration.

Final thoughts

Online voting is no longer a temporary solution or a response to unusual circumstances. For many body corporate schemes, it has become a practical way to improve participation, reduce administrative effort and make decision-making more accessible for owners.

When implemented correctly, electronic voting can strengthen governance rather than weaken it.

If your body corporate, strata manager or committee is considering online voting for upcoming meetings, the team at Vero Voting can help you understand the options available and support a voting process that is secure, transparent and easy for owners to use.

Sources

Queensland Government – General Meeting Voting: https://www.qld.gov.au/law/housing-and-neighbours/body-corporate/committees-meetings/general-meetings/voting

Consumer Affairs Victoria – Voting and Ballot Guidelines: https://www.consumer.vic.gov.au/housing/owners-corporations/meetings-and-committees/voting-and-ballot-guidelines

Consumer Affairs Victoria – Running Meetings: https://www.consumer.vic.gov.au/housing/owners-corporations/meetings-and-committees/running-meetings

NSW Strata Schemes Management Regulation 2016 – Ways of Voting: https://classic.austlii.edu.au/au/legis/nsw/consol_reg/ssmr2016333/s14.html