December 2024 - Minutes Solutions

The Annual General Meeting (AGM) is a major event for condominium corporations. Not only is it where owners elect board members, gain insight into the corporation’s financial health, and discuss key issues affecting their community – it’s also a chance to connect. At the center of the AGM is the President’s Report—a presentation designed to provide transparency, educate owners, and foster trust.

To be effective, the President’s Report must share important updates and address the unique needs of a diverse audience. Let’s explore what makes a great President’s Report, as well as strategies to ensure it achieves its purpose.

Understanding Your Audience

In condominium communities, owners often have varied backgrounds, differing levels of familiarity with the topics presented at an AGM, and unique expectations. Some owners may have a strong business background and grasp complex information quickly, while others may require simpler, more accessible explanations. Regardless of their backgrounds, owners all have one thing in common: a connection to their community.

To effectively engage such a mixed audience, the President’s Report must:

Simplify Complex Concepts: Use clear, concise language and visuals to make financial updates or legal explanations easier to understand. Avoid industry-based jargon whenever possible and opt for more generic, easily understood terms.

Balance Information: Avoid overwhelming slides with too much data, but provide enough context to guide owners to the conclusion. Too little data can suggest information is hidden or missing, so be sure to present a well-rounded view.

Engage All Owners: Find a middle ground that informs and educates without alienating segments of the audience. While owners may come from vastly different backgrounds, ensuring the President’s Report speaks to the entire community means leaving people with a feeling of belonging and importance.

The Purpose of the President’s Report

The President’s Report is a structured update provided by the board president during the AGM. It offers a snapshot of the condominium’s accomplishments, challenges, and priorities. Unlike detailed financial statements or operational reviews, this report is a high-level overview with three key objectives:

1. Informing Owners
Owners must leave the AGM with a clear understanding of the corporation’s performance, key projects, and financial health. Highlighting completed initiatives, cost-saving measures, and areas of progress builds confidence and demonstrates accountability.

2. Educating the Community
AGMs are an opportunity to bridge knowledge gaps, helping owners better understand their roles, the board’s responsibilities, and the value of decisions, such as negotiating a bulk service agreement or highlighting the reasons for implementing a Standard Unit By-law.

3. Building Trust
A transparent report that balances successes and challenges fosters trust between the board and owners. Showing how the board has addressed, or plans to resolve ongoing issues reassures owners that their interests are prioritized.

Elements of an Effective President’s Report

A well-crafted President’s Report typically includes:

Opening Remarks: A welcoming tone and acknowledgment of contributors sets a positive and inclusive stage for the meeting.

Year-in-Review: Highlights of the past year’s accomplishments and milestones, including project completions or improvements, give the audience the opportunity to understand what their Board has achieved on their behalf over the year.

Challenges and Resolutions: Honest updates on unresolved issues, delays, or financial difficulties, paired with plans for resolution, help build trust and confidence in the Board.

Future Goals: An overview of upcoming initiatives and strategies to address ongoing concerns or enhance the community gives owners a clear picture of the direction of their Board.

Recognition: Acknowledging the efforts of staff, board members, and volunteers fosters goodwill and encourages continued involvement.

The Risks of a Poorly Prepared Report

A weak President’s Report can have unintended consequences, such as:

Eroding Trust: Omitting challenges or presenting vague information can leave owners feeling excluded or skeptical.

Missed Engagement Opportunities: A lack of meaningful updates or positive messaging can fail to inspire community involvement.

Perceived Lack of Leadership: Disorganization or excessive length may create an impression of unpreparedness.

Tips for Delivering an Engaging Report

Start Strong: Begin with a clear purpose and connect with your audience. Explain why the report matters and how it reflects the board’s work over the past year.

Use Visuals Strategically: Slides with charts, graphs, or photos can simplify complex topics like financial summaries or completed projects. Avoid overcrowding slides—focus on key points.

Be Honest and Transparent: Transparency builds trust. Acknowledge challenges, but emphasize how the board is addressing them and outline steps for improvement.

Keep It Concise: Avoid lengthy presentations. Focus on the most important updates and save deeper discussions for Q&A sessions.

Tailor the Report to Evolve Over Time: The presentation can be streamlined as owners become more familiar with the information. Reducing the length and complexity of reports over time reflects a growing base of informed and engaged owners.

Educate and Empower: Include content that helps owners understand their rights and responsibilities. For example, explain board decisions or legal requirements in simple terms to ensure clarity.

Practice Your Delivery: Reading the report out loud before the meeting helps identify awkward phrasing and ensures a confident presentation.

Why the President’s Report Matters

When delivered effectively, the President’s Report achieves much more than ticking off an agenda item. It reassures owners that their board is competent, transparent, and aligned with their community’s needs. It fosters engagement by making complex topics accessible and helps the community understand the broader value of their condominium corporation’s efforts.

By focusing on clarity, transparency, and engagement, boards can use the President’s Report to bridge gaps between themselves and their communities, ensuring everyone leaves the AGM informed, reassured, and aligned on the community’s goals.

An effective President’s Report evolves with time, reflecting the growing knowledge of the community and the board’s ongoing commitment to accountability and excellence. With thoughtful preparation and delivery, the President’s Report can lay the foundation for a stronger, more connected condominium community.

Annual General Meetings (AGMs) are one of the most important events in the annual calendar of an Ontario condominium corporation. AGMs are where owners review financial statements, elect board members, and hear updates about their property. Yet, for all their importance, AGMs can be tricky to execute smoothly. Done well, an AGM can inspire confidence and foster a sense of community. Done poorly, it risks becoming a breeding ground for distrust and frustrated, unhappy owners. If you’ve ever felt the weight of getting it just right, you’re not alone. But the good news is thaat running a great AGM isn’t about perfection—it’s about preparation.

We’ve put together a detailed guide to organizing an efficient AGM that’s not just compliant with Ontario’s Condominium Act but acts as a vehicle for engaging your community.

Start Strong by Nailing the Notification Process

The first and most critical step to a successful AGM is ensuring owners are properly informed and engaged. Ontario’s Condominium Act, 1998 mandates a two-step notification process. First, a preliminary notice of meeting must be sent out at least 20 days before the notice of meeting. This initial notice informs owners of the meeting’s date and purpose and invites them to submit items for the agenda or candidacies for the board. The notice of meeting, containing all the finalized meeting details, must follow at least 15 days before the AGM. We suggest sending the notice of meeting 20–25 days ahead of the AGM to give owners additional time to prepare by reviewing materials and submitting proxies. Remember, clear and timely communication sets the tone for the entire AGM.

Your AGM notice package should include:

The date, time, and location (or virtual meeting access details).
A proxy form to allow owners to delegate their voting rights.
Key documents like the auditor’s report, financial statements, and the motions up for vote.
Bios and platforms for candidates running for the board (if applicable).

Thanks to amendments to the Condo Act made permanent by Bill 91, you can send notices by e-mail. This method is not only faster but can also increase engagement, especially if paired with reminders closer to the meeting date. You can also host a pre-meeting Q&A session a week before the AGM to allow owners to raise questions early and reduce disruptions during the meeting.

Overcoming the Struggle of Achieving Quorum

Quorum is the silent antagonist of AGMs everywhere. For Ontario condominiums, quorum—the minimum number of owners required to proceed with the meeting—is 25% of units. Achieving quorum can be one of the biggest hurdles boards face, especially in larger buildings where owner engagement may be low.

Here are some suggestions to boost turnout:

Collect Proxies Early: Encourage owners to submit proxies as soon as they receive the notice. Distribute clear proxy instructions with the meeting notice and follow up with reminders through e-mail, your community portal, or physical flyers.
Offer Incentives: Make the meeting more appealing by providing light refreshments for in-person AGMs or offering small incentives like door prizes or raffles for those who attend virtually or submit proxies.
Knock on Doors: For condominiums with historically low turnout, consider creative outreach efforts like door-to-door reminders or casual pre-AGM chats to build interest and foster community involvement.
Consider the Time of Year: Timing also plays a role. Spring and fall tend to be the busiest times for AGMs, so schedule early and secure your quorum-building strategies well in advance.

Choosing the Right Venue or Technology

Your choice of venue or platform can seriously impact the AGM experience. For in-person meetings, book a space that is:

Accessible to all owners, including those with mobility challenges.
Sized to comfortably fit your expected turnout (don’t forget a bit of wiggle room for latecomers).
Conveniently located for the majority of owners.

If you choose to offer refreshments, keep it simple. Items like coffee, tea, and snacks are easy and cost-effective. While not required, this small gesture can make a big difference in creating a welcoming environment for members of the community, especially newcomers.

For virtual or hybrid AGMs, technology is key. Use a reliable video conferencing platform that supports real-time interaction and electronic voting, such as Zoom or GetQuorum. Test your setup well in advance—from the platform to the microphones, cameras, and screen sharing. Make sure to include clear login instructions with your notice to ensure owners can join easily.

Managing the Flow of the Meeting

Ever wonder why some AGMs feel seamless while others drag on for hours? It’s all about flow—and preparation. Ontario condominium AGMs generally follow this structure:

Call to Order: Confirm quorum and officially begin. Use this moment to set expectations for timing and decorum.
Approval of Previous Minutes: Review and vote to approve the minutes from the prior AGM.
President’s Report: Share highlights and challenges from the past year. Incorporate visuals, like slides or graphs, to keep owners engaged.
Financial Overview: The auditor presents the financial statements and answers questions. Visual aids and clear summaries make these complex documents easier to digest.
Elections: Arguably the most anticipated (and sometimes contentious) part of the meeting. Share candidate bios in advance and use pre-set polling questions if voting is electronic.
Public Comments: Open the floor to owners’ questions and concerns. Set ground rules early, limit speaking times, and recap key takeaways after each major topic to maintain focus.
Adjournment: Close the meeting officially and thank the participants. End with a reminder about follow-up materials, like post-meeting summaries or updates.

Minute-taking during this process is essential. Accurate minutes are a legal requirement and serve as the official record for decisions, capturing key points like quorum confirmation, motions, and voting results. A professional minute taker is a worthwhile investment that allows the Board to ensure objectivity and completeness.

Handling Public Comments and Difficult Owners

The public comments section can be the most unpredictable part of an AGM. While it’s important to provide owners with a platform to voice concerns, this segment can easily derail without proper management. Here’s how to keep things civil when tensions run high:

Set Ground Rules: Establish rules at the start of the meeting, such as time limits for comments, and remind owners to keep questions relevant and respectful.
Use a Moderator: A neutral party—like a meeting moderator—can help manage time and keep discussions on track.
Address Disruptions Calmly: If an owner becomes disruptive, acknowledge their frustration but stay firm and remind them of the need for order. Offer to address complex issues privately after the meeting to avoid derailing the agenda.

For particularly contentious topics, consider inviting a third-party expert, such as a lawyer or consultant, to provide objective insights. Their presence can defuse conflict and lend credibility to your responses. Remember, transparency builds trust. When you’re fielding tough questions, the act of listening—and responding thoughtfully—goes a long way.

Following Up After the Meeting

Your AGM isn’t over when the meeting adjourns. Following up effectively is just as important:

Share a Summary: Distribute a recap of key decisions, including voting results, within a week of the AGM.
Owner Survey: Ask for feedback on how the meeting went and what could be improved next time.
Action Plan: Ensure all resolutions and next steps are acted on promptly. Have a clear and transparent dispute resolution process in place for post-meeting grievances.
If you held a virtual AGM, consider sharing a password-protected recording for owners who couldn’t attend.

Final Tips for Success

Think of preparation as a safety net: Start planning your AGM months in advance. Secure the venue or virtual platform, gather documents for distribution, and confirm attendance with your board members and key stakeholders. Ensure your professional minute-taking service is reserved well in advance to ensure availability and be sure to provide them with whatever documents they require. On the day of the AGM, arrive early (or log in early) to troubleshoot any potential hiccups.

For virtual and hybrid meetings, assign someone to act as tech support to resolve any issues quickly and minimize disruptions during the meeting. If there are glitches, you’ll want someone ready to step in while you focus on the meeting itself.

Check your by-laws for rules relating to quorum thresholds or meeting formats. Consider providing materials in multiple languages or arranging for a translator if you are in a diverse community. By combining thorough preparation, clear communication, and proactive problem-solving, you can transform your AGM from a routine obligation into a cornerstone event for your condominium.

Lastly, lean into the details, and don’t forget to add that welcoming cup of coffee or perfectly timed online poll—it’s the little things that make a big difference.

Month: December 2024

The President’s Report: Informing, Educating, and Building Trust