Virtual Moderated Meetings – Roles, Responsibilities, & Meeting Configurations

Purpose: Establishing roles, responsibilities, and meeting configurations required to successfully facilitate a Virtual Meeting.

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This article outlines the key roles and responsibilities required to successfully run a Virtual Meeting using the Virtual AGM Platform, including meeting setup, voting configuration, and live meeting support.

A Virtual AGM can be hosted as either a Moderated Meeting or a Self-Moderated Meeting, depending on the support structure selected for the event.

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Meeting Type: Moderated Meeting

A Moderated Meeting includes the following support structure:

• A Moderator (technical host);

• A Property Manager (PM) (meeting lead/administrator);

• A Chair (Lawyer, Manager, or Board Member, depending on the meeting structure).

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Moderator Responsibilities (Technical Host & Voting Control)

The Moderator is responsible for managing the technical and platform-based components of the Virtual AGM.

Set Up the Virtual Meeting

• Create and configure the Zoom Webinar;

• Ensure meeting links are active and functioning;

• Manage technical settings and webinar configuration.

Online Proxy Responsibilities

If Online Proxy is being utilized for your Virtual AGM, owners may submit proxy forms through the Virtual AGM Platform.

• The platform collects and records online proxy submissions;

• Management is responsible for reviewing all submitted proxies to confirm they are valid and eligible prior to the meeting.

• Management must ensure proxy details are accurate, including:

  • Proxy Holder;

  • Proxy Giver;

  • Voting eligibility/voting rights (if applicable).

Note: Online proxy submissions are collected through the platform for convenience, but validation and acceptance remains the responsibility of Management.

Control E-Voting During the Meeting

• Configure and launch E-Voting during the meeting, configurations provided by Management;

• Monitor voting periods and ensure voting functions properly;

• Provide voting results and details to the PM during the meeting via private chat;

• Support vote tally confirmation alongside the PM;

Note: The Moderator controls the voting tool, but the PM confirms final results and announcements.

Manage Participant Controls

• Control attendee muting/unmuting;

• Monitor and manage hand raises;

• Assist with motions (example: once directed by the Chair, the Moderator may enable a speaker’s microphone or provide speaking access when motions are raised).

Provide Live Meeting Support

• Support the PM with technical needs throughout the AGM;

• Troubleshoot access, audio/video issues, and participant questions (only Panelists have access to the Video);

• Assist with meeting flow as needed.

The Moderator does not provide legal guidance, meeting rulings, or final confirmations related to motions or voting closures.

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Management Role (Property Manager / Meeting Administrator)

The Property Manager (or Management Team) is responsible for ensuring all administrative information is accurate prior to the meeting and that the AGM is conducted properly.

Collect and Confirm Proxies

Prior to the AGM, Management will collect all proxies and provide the final proxy count on the day of the meeting to ensure E-Voting can be configured accurately. 

This must be provided in advance to allow sufficient time for the E-Vote to be updated and sent to owners; approximately 3 hours prior to the meeting start time.

Proxy reporting must include:

• Proxy Holder;

• Proxy Giver;

• Whether the proxy holder has the right to vote;

• Arrears noted by the Condominium.

This information is required to ensure voting access is configured correctly in the platform.

Provide Final Voting Count Information

Management is responsible for confirming the total voting count on the day of the meeting, including:

• Total eligible voters

• Total proxy votes

• Any restrictions on voting rights

This count is used by the Moderator to configure E-Voting during the meeting.

Chair the Meeting

The Chair may be:

• A Board Member, or

• The Property Manager, depending on the meeting structure

The Chair is responsible for leading the AGM and ensuring meeting procedures are followed.

Manage Administrative Meeting Settings

Management is responsible for ensuring the administrative setup is complete, including:

• Meeting agenda and flow

• Owner/unit details (if applicable)

• Ensuring voting requirements align with AGM rules

• Confirming motions, resolutions, and timing requirements

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Recommended Workflow (Day of the Meeting)

Before the Meeting

• ✅ Management provides final proxy count and voting eligibility list

• ✅ Moderator confirms Zoom Webinar setup and meeting access

• ✅ Moderator configures voting based on information provided

During the Meeting

• ✅ Chair/PM runs the meeting and manages Agenda

• ✅ Moderator manages technical controls and voting periods

• ✅ Moderator shares vote results privately with PM

• ✅ PM/Chair announces official vote outcomes