Types of Condominium Corporation Meetings
Annual General Meeting (AGM)
An AGM is a mandatory meeting where unit owners review the condominium corporation’s financials, elect board members, and discuss key issues.
Requirements:
Must be held annually, as per the Condominium Property Act (CPA).
A minimum 14-day notice must be provided to owners.
Remember that mailed notices are not considered received until 7 days after they are sent.
A quorum (minimum number of owners present) is required for the meeting to proceed.
Financial statements, budgets, and reports must be presented.
Board Meetings
These meetings involve the condominium board discussing and making decisions about corporation operations.
Requirements:
No set frequency, but meetings must be held regularly.
Board members only (owners may not attend unless invited).
Decisions must be recorded in meeting minutes.
Special Meetings
These are non-routine meetings called to address urgent matters, such as approving special assessments or major repairs.
Requirements:
Can be requested by the board or unit owners (typically requiring a petition signed by a percentage of owners).
Notice and quorum requirements must be met.
Topics discussed are limited to the reason the meeting was called.
Meeting Preparation and Documentation
Key Steps in Meeting Preparation:
Setting the Agenda
Clearly outline topics to be discussed.
Include financial updates, project updates, and voting matters.
Providing Notice
The CPA and condominium bylaws outline the minimum notice period required.
Notices must include the time, date, location, and agenda items.
Gathering Documents
Financial statements, contracts, and reports should be available to attendees.
The board should review all materials in advance.
Role of Meeting Minutes and Resolutions
Meeting Minutes:
A written record of what was discussed and decided.
Must include motions, votes, and key discussions.
Stored as part of the condominium’s official records.
Resolutions:
Formal board decisions, typically required for financial matters or bylaw changes.
Must be documented properly to be legally binding.
Common Meeting Challenges and Solutions
Challenge | Solution |
Lack of quorum | Send reminders to owners, allow proxy voting where permitted. |
Disruptive attendees | Enforce meeting rules, use a moderator if necessary. |
Voting disputes | Clearly explain voting procedures before the meeting starts. |
Poor record-keeping | Assign a dedicated minute-taker, store documents securely. |
Legal or procedural errors | Ensure all actions comply with the CPA and bylaws. |
Case Study: Resolving Meeting Disruptions
Scenario:
A condominium’s AGM fails due to improper notice and procedural errors.
The issues include:
Meeting notice was sent only 10 days in advance, violating the 14-day notice requirement.
The financial statements were not prepared, leading to owner frustration.
A unit owner disputes a voting outcome, claiming proxy votes were miscounted.
Analysis:
What procedural errors were made?
How could better preparation have avoided these issues?
What steps should the condominium manager take to correct these problems before rescheduling the AGM?
