The short version
- Electronic voting is permitted in the major states but each has its own conditions — usually a resolution to adopt it and specific notice content.
- The software must handle entitlements, proxies, unfinancial owners, quorum and secret ballots, not just count clicks.
- The record — who voted, how, when and on what — must be kept with the minutes.
- Combined with notices and read receipts, electronic voting lifts participation and shortens meetings.
Why voting is the hard part
A strata vote is not a poll. Votes are weighted by unit entitlement for some resolutions and counted per lot for others; owners who are unfinancial may lose the right to vote on ordinary motions; proxies are limited; some motions need a special or unanimous resolution; and a secret ballot may be demanded. Any system that runs an AGM vote has to model all of that for your state — and produce a record the minutes can rely on.
The rules, state by state
| State | Electronic voting | Typical conditions |
|---|---|---|
| New South Wales | Pre-meeting electronic voting and electronic attendance | The owners corporation resolves to adopt the means of voting; the notice must state how to vote electronically and the closing time; a motion that requires a secret ballot needs a compliant method. |
| Victoria | Meetings and ballots may be held electronically | The Owners Corporations Act allows electronic meetings and voting; notices must explain the process; ballot papers may be electronic. |
| Queensland | Electronic voting permitted under regulation modules | The body corporate must authorise voting electronically; the secretary\'s notice sets out how; secret ballot rules still apply. |
| Other states and territories | Varies | WA, SA, Tasmania, the ACT and the NT each have their own provisions and recent reforms — check the current Act. |
What voting software must get right
Entitlements from the roll
Votes weighted by unit entitlement or counted per lot as each motion requires, drawn from the roll rather than typed in on the night.
Eligibility
Unfinancial owners flagged automatically for motions they cannot vote on; co-owners and company nominees handled correctly.
Proxies
Proxy forms lodged, limits per proxy holder enforced, and proxies applied to the vote.
Secret ballots
A method that separates identity from the vote for the count while still proving who voted.
The record
Timestamped votes, the closing time, the result per motion and the tally attached to the minutes.
Notice and reminders
The meeting notice with the electronic voting instructions, read receipts, and a reminder before the vote closes.
Running an AGM vote online
Adopt the method
Where the Act requires it, pass the resolution allowing electronic voting and attendance before you rely on it.
Issue a compliant notice
Within the notice period, with the agenda, motions, financials and the exact instructions for voting electronically and the closing time.
Open the vote
Owners log into the building's portal and vote on each motion. Unfinancial owners see which motions they cannot vote on and why.
Hold the meeting
In person, online or hybrid. Pre-meeting votes are counted with votes cast at the meeting; quorum is checked against the roll.
Minute and file
Publish the minutes with the results and keep the tally and audit trail with them for the retention period.
Beyond the AGM
The same tools run committee decisions between meetings, indicative polls before a contentious motion and resident surveys on things like pets, parking or a rooftop upgrade. TowerDesk includes meetings, voting, polls and surveys in every building's portal; see how it fits with the rest of committee work and with notice delivery and read receipts.
Run your next AGM from the portal
Notices, voting, minutes and the record in one place, on your building's own portal. Book a walkthrough.
Frequently asked questions
Is electronic voting legal for strata AGMs in Australia?
Yes in the major states, subject to conditions. NSW permits pre-meeting electronic voting once the owners corporation resolves to use it; Victoria allows electronic meetings and ballots; Queensland permits electronic voting under the regulation modules where the body corporate has authorised it. Other states have their own provisions.
Can unfinancial owners vote?
Generally an owner whose levies are unpaid cannot vote on ordinary motions, though rules differ by state and for motions requiring a unanimous resolution. Voting software should apply the rule automatically from the levy ledger or the roll.
How are proxies handled with electronic voting?
Proxies are still lodged and counted, and most states limit how many proxies one person may hold. The software records the proxy against the lot and applies the limit at the count.
What record must we keep of an electronic vote?
The votes cast, when, by whom (except in a secret ballot, where the method must separate identity from the vote), the closing time and the result per motion, kept with the minutes for the scheme's record retention period.
Does TowerDesk include AGM voting?
Yes. General meetings, voting, proxies, polls and surveys are included in every building's portal at no extra charge, alongside notices with read receipts.