Chairperson Responsibilities and Best Practices for Leading a Meeting
The chairperson plays a key role in ensuring that condominium meetings are structured, efficient, and compliant with Alberta legislation.
Responsibilities of the Chairperson
Call the meeting to order at the scheduled time.
Confirm quorum before proceeding with discussions and voting.
Follow the agenda to ensure all required topics are covered.
Facilitate discussions in a fair and orderly manner.
Ensure compliance with voting procedures and condominium bylaws.
Address disputes professionally and refer to rules of order for resolution.
Ensure accurate record-keeping for all motions and decisions.
Best Practices for Effective Meeting Leadership
Prepare in advance: Review the agenda, relevant documents, and anticipated discussion points.
Encourage participation: Allow all unit owners or board members the opportunity to speak.
Keep discussions focused: Redirect off-topic conversations to stay within the agenda.
Enforce time limits: Prevent excessive debate by setting clear timeframes for discussions.
Remain neutral: Ensure that decisions are made fairly, without personal bias.
Parliamentary Procedure and Rules of Order to Maintain Meeting Structure
Parliamentary procedure provides a structured method for managing discussions, motions, and voting in a fair and orderly manner. Many condominium corporations follow a formalized system, such as Robert’s Rules of Order, or adopt a simplified version in their bylaws.
Key Parliamentary Rules for Condominium Meetings
Motions and Debate
Any board member or eligible participant can propose a motion (e.g., "I move that…").
The motion must be seconded by another participant.
Discussion follows, where members can speak for or against the motion.
The chairperson calls for a vote, and results are recorded in the minutes.
Point of Order
If a participant believes a meeting rule is being broken, they may raise a point of order.
The chairperson must address the concern before continuing with the agenda.
Amendments
A motion can be amended before voting if modifications are necessary.
Amendments require a separate discussion and vote before proceeding to the main motion.
Closing Discussions (Calling the Question)
If debate is taking too long, a participant may move to end discussion and proceed to voting.
A majority vote determines whether debate ends.
Meeting Adjournment
The chairperson formally closes the meeting once all agenda items are addressed.
Why Use Parliamentary Procedure?
Ensures fair and consistent decision-making.
Prevents chaotic or unstructured discussions.
Helps resolve disputes efficiently.
Managing Discussions, Resolving Disputes, and Keeping Meetings on Track
How to Manage Productive Discussions
Set clear guidelines for speaking order (e.g., raise a hand, use a speakers’ list).
Encourage respectful dialogue by enforcing a professional tone.
Limit interruptions to prevent disputes or off-topic conversations.
Handling Disruptions and Disputes
Issue | Solution |
A participant speaks out of turn | Politely remind them of speaking rules. |
Heated arguments arise | Call for a short recess or refer to rules of order. |
A board member refuses to follow procedures | Refer to condominium bylaws for enforcement actions. |
An owner challenges a voting outcome | Verify results and confirm compliance with quorum and proxy rules. |
If disputes escalate, the board may seek mediation or legal consultation to resolve conflicts fairly.
Ensuring Fair and Transparent Voting and Decision-Making Processes
Voting is a critical component of condominium governance. Proper procedures must be followed to ensure legitimacy and compliance with Alberta law.
Types of Votes in Condominium Meetings
Majority Vote
Used for routine board decisions (e.g., approving maintenance contracts).
Requires more than 50% of votes cast to pass.
Special Resolution
Used for significant decisions, such as bylaw amendments or major expenditures.
Typically requires at least 75% approval of unit factors (as defined in the condominium’s bylaws).
Unanimous Resolution
Required for fundamental changes (e.g., termination of the condominium corporation).
100% of unit owners must consent.
Best Practices for Transparent Voting
Clearly explain voting procedures before starting.
Ensure quorum is met before proceeding with any vote.
Record results accurately in the meeting minutes.
Allow owners to inspect voting records if requested under the Condominium Property Act.
Developing a Procedural Guide for Chairing Condominium Meetings
To ensure consistency and legal compliance, condominium corporations should follow a standardized chairing procedure.
Meeting Chair Procedural Checklist
Before the Meeting:
Review the agenda and required documents.
Confirm meeting logistics (location, virtual setup, voting methods).
Ensure proper notice was sent to participants.
During the Meeting:
Call the meeting to order and confirm quorum.
Follow the agenda and enforce time limits for discussions.
Apply rules of order for motions, voting, and dispute resolution.
Maintain neutrality and ensure fair participation.
After the Meeting:
Ensure minutes accurately reflect decisions and voting results.
Provide meeting minutes to unit owners upon request.
Follow up on action items assigned during the meeting.
