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.