Introducing StrataVote

Oakfield Strata is now moving to the Cloud-Based Online Platform StrataVote to facilitate Meetings online. You still will be sent a Zoom Meetings Link to join your meeting, while your Strata Manager will conduct the meeting through StrataVote.

Why We Use StrataVote

StrataVote will improve the way all owners and representatives experience meetings. Your meetings will be more streamlined making life easier for you and your Manager by improving…

• Flexibility: Attending meetings remotely via Zoom 
• Security: The vote you cast is the vote that is registered
• Efficiency: Swift and productive meetings
• Attendance: Decisions are more robust due to higher participation
• Experience: Friendly and easy to use voting platform

We will now be using StrataVote for the following meeting types:

• Annual General Meeting
• Committee/Council of Owners Meeting
• General Meeting (Extraordinary)
• Committee Meeting linked to an Annual General Meeting
• Postal Ballots

StrataVote is simple to use, however, there will be some changes to joining and engaging with your meetings moving forward. 

Receiving your Meeting Invitation 

Look out for your StrataVote Meeting Notice Email in your inbox. It will be from the email: meetings@oakfield.com.au. 

It will contain the following:

1.  Your Meeting Invitation Details
   1.  Date 
   2.  Time
   3.  Venue 
2.  Secure Link to Pre-Voting 
   1.  All relevant documents will also be presented
3. A link to view/download your Meeting Details which will include:
   1.  Meeting Welcome Notice
   2.  Motions to be raised during the meeting
   3.  Explanatory Information in relation to each Motion
   4.  All related documentation

Below is an example of the email you now will be receiving for your Meeting Notices. 

Pre-Voting 

One of the new updates within the introduction of StrataVote is the option to Pre-Vote before your meeting. Pre-Voting is the ability to electronically cast and submit your votes prior to the meeting (up to the specified cut off time before the commencement of a meeting). 

Owners electing to receive documentation electronically will have the ability to vote online by using a unique voting link attached to your lot via unique voting link.

Owners electing receipt of documentation through post, will not have the ability to vote online. Should you wish to change your method of delivery, please email our Oakfield Admin Team at admin@oakfield.com.au.

Please do not submit a pre-vote if you intend to be at the meeting. This is so that if you wish to change your vote prior to the actual meeting is commenced, your intended vote is noted correctly. 

Receiving Your Unique & Secure Voting Link

You can cast and submit your votes prior to the meeting. Click on the on following link within your Meeting Email Notice:

Your unique voting link (which you can access on on a computer, smartphone or tablet) will contain a link to provide the ability to view:

• Meeting agenda 
• Any attachments; and
• An electronic voting paper complete with an explanatory note (where required)

You can also can download a PDF version of their agenda. 
 

Casting/Submitting Your Votes 

After clicking on “Please click here to vote” link, you will be directed to the Meeting's Agenda & Voting Paper. 

To cast the vote, select: “Yes, No or Abstain” to all motions on the agenda.

Once you have completed the voting paper you can either Submit or Save. An email with your submitted voting paper will be issued shortly after you have submitted your votes. Prior to the meeting, you can revisit and reviewed prior to submitting. If you do not submit your vote prior meeting it will not be counted.

Should you wish to change your vote, prior to the pre-meeting cut off time, you can do this electronically by returning to your meeting invitation email, selecting the voting link again and voting by following the instructions above. Alternatively, you can attend the meeting in person and change your vote in person prior to the motion being declared passed or lost.