How to Run a Condo AGM That Actually Works

The Annual General Meeting is one of the most important governance events in a condominium corporation's year. It's the primary opportunity for owners to hear from the board, ask questions, vote on matters requiring owner approval, and elect directors.

Many AGMs are poorly run. They run long, cover too little, and leave owners feeling uninformed rather than engaged. Here's how to do it better.

Before the Meeting

Give proper notice. Ontario's Condominium Act specifies notice requirements for AGMs. Your management provider should know these requirements and ensure they're met. Notice that doesn't comply with the Act can invalidate the meeting.

Prepare the package. The AGM package should include the financial statements, the auditor's report (if required), the proposed budget, any matters requiring owner vote, and information about director candidates. Send it with the notice, not at the meeting.

Prepare the agenda. A clear agenda keeps the meeting on track. Standard items include: call to order, proof of notice, quorum, approval of previous minutes, financial statements, auditor's report, election of directors, and new business.

Arrange for a scrutineer. Someone needs to count votes. Arrange for this in advance.

Running the Meeting

Start on time. Owners who arrive on time should not be penalized for those who don't.

Confirm quorum. The meeting cannot proceed without quorum. Know your quorum requirement and confirm it before proceeding.

Follow the agenda. Stick to the agenda. If new business arises, note it and address it at the appropriate point.

Manage questions. Allow owners to ask questions, but manage the process. A time limit per question, enforced respectfully, keeps the meeting moving.

Conduct elections properly. Director elections should follow the procedures in your by-laws. Ensure candidates have an opportunity to introduce themselves.

Document everything. Minutes should record attendance, quorum, motions, votes, and decisions. They don't need to capture every word — but they need to capture every decision.

After the Meeting

Send the minutes to all owners within a reasonable time. Owners who couldn't attend should be able to read what happened.

Follow up on any commitments made at the meeting. Owners who see that the board follows through on what it says build trust in the governance process.

A well-run AGM takes preparation. But it's worth it — it's the foundation of owner confidence in the board and management.