Informal Meetings: Discussion Without Official Decision-Making
Definition and Purpose
Informal meetings are discussions between board members, unit owners, or committees where no official decisions are made. These meetings are often used for:
Gathering feedback from owners.
Discussing ongoing projects and operational concerns.
Preparing for formal decision-making at an upcoming board or general meeting.
Key Characteristics:
No official minutes or records are legally required.
No binding decisions can be made.
Typically used for planning and discussion rather than voting.
While informal meetings can be useful for transparency and communication, they cannot replace formal meetings required under Alberta’s Condominium Property Act (CPA).
Annual General Meetings (AGMs): Required Owner Meeting
Definition and Purpose
An Annual General Meeting (AGM) is a mandatory meeting where unit owners:
Review financial reports for the past year.
Elect or re-elect board members.
Discuss major condominium matters, such as special assessments, bylaw amendments, or reserve fund planning.
Legal Requirements for AGMs
Timing: The AGM must be held within 15 months of the previous AGM as per the Condominium Property Regulation.
Notice: Unit owners must receive written notice of the meeting in advance, including financial statements, the current operating budget, and an update on the reserve fund.
Quorum: A minimum number of unit factors must be represented in person or by proxy for the meeting to proceed.
Voting: Decisions require a majority vote unless a special resolution is needed.
The Condominium Property Regulation states a board shall convene an annual general meeting of the corporation once every year. This ensures that owners have regular opportunities to engage in the condominium’s governance and financial oversight.
Special General Meetings (SGMs): For Urgent Decisions
Definition and Purpose
A Special General Meeting (SGM) is held outside of the AGM schedule when important matters require a vote from unit owners. SGMs may be called by:
The board of directors.
A petition from a minimum percentage of unit owners, as specified in the condominium’s bylaws.
Common Reasons for SGMs:
Approving special assessments.
Amending condominium bylaws.
Addressing urgent legal or financial matters.
Procedural Requirements for SGMs
Notice: Owners must be informed of the meeting and agenda in advance.
Voting Rules: Similar to AGMs, decisions are made by majority vote or special resolution, depending on the issue.
Documentation: Meeting minutes must be recorded and made available to owners.
Comparing the Procedural Steps for Each Type of Meeting
Feature | Informal Meeting |
Purpose | Discussion only, no decisions |
Legally Required? | No |
Notice Requirement | No formal notice required |
Voting Allowed? | No |
Meeting Minutes Required? | No |
Feature | Annual General Meeting (AGM) |
Purpose | Review financials, elect board, approve key matters |
Legally Required? | Yes, must be held at least once per year |
Notice Requirement | Written notice required |
Voting Allowed? | Yes |
Meeting Minutes Required? | Yes |
Feature | Special General Meeting (SGM) |
Purpose | Vote on urgent matters between AGMs |
Legally Required? | No, unless petitioned by owners or required by bylaws |
Notice Requirement | Written notice required |
Voting Allowed? | Yes |
Meeting Minutes Required? | Yes |
