The annual general meeting (AGM) is the most important governance event in a condo corporation's year. It is the forum where unit owners hold the board accountable, elect directors, approve financial statements, and receive critical information about their community. Well-run AGMs build trust and transparency; poorly run ones breed conflict. Here is how to conduct yours effectively and in compliance with Ontario's Condominium Act.

Legal Requirements for Ontario AGMs

Ontario's Condominium Act requires every condominium corporation to hold an annual general meeting within six months after the end of each fiscal year. The notice of the AGM must be given to all unit owners at least 15 days before the meeting date (bylaws may require a longer period). The notice must include the agenda, financial statements, the auditor's report or review engagement report, and information about any matters to be voted on.

Failure to hold an AGM within the required timeframe is a compliance issue that can be reported to the Condominium Authority of Ontario. Boards that consistently fail to hold proper AGMs may face orders from the CAT.

Planning the AGM: Timeline and Logistics

Start planning your AGM at least 60 days before the intended meeting date. Work backwards from the notice deadline:

• 60 days out: Confirm the fiscal year-end date, engage auditor or review engagement accountant, begin financial statement preparation
• 45 days out: Finalize the date, time, and location; arrange for proxy forms; prepare the meeting package
• 30 days out: Finalize financial statements and auditor/reviewer report; prepare director candidate information
• 15 days out (minimum): Send the formal notice of AGM to all unit owners by the required method (mail, email with consent, or hand delivery)
• Meeting day: Prepare the meeting room, have sign-in sheets and proxy collection ready, arrange for a chair and minute-taker

Standard AGM Agenda Items

A well-structured AGM agenda typically includes the following items in order:

1. Call to order and confirmation of quorum
2. Proof of notice (confirming the notice was properly given)
3. Approval of the previous year's AGM minutes
4. Presentation of audited or reviewed financial statements
5. Appointment of auditor or approval of review engagement for the upcoming year
6. Board of directors' report on operations, major repairs, and upcoming capital projects
7. Reserve fund status and funding plan update
8. Election of directors (for positions up for election)
9. Business arising from the floor (Q&A from unit owners)
10. Adjournment

Keep the agenda focused. AGMs should run 60–90 minutes for most communities. Excessively long meetings reduce participation and owner satisfaction.

Quorum and Voting

Quorum for an AGM is set in the corporation's bylaws — typically 25% of unit owners in person or by proxy. Without quorum, the meeting cannot proceed to vote on binding matters. If quorum is not reached at the first meeting, Ontario's Condominium Act allows the meeting to be adjourned and reconvened, at which point a lower quorum threshold (often any number of owners present) may apply.

Director elections are typically conducted by show of hands or written ballot. For significant bylaw changes or special resolutions, specific voting thresholds (often 66⅔%) are required. Accept proxies in advance and at the door — many owners cannot or prefer not to attend in person, and proxy votes are their right under the Act.

Virtual and Hybrid AGMs

Since 2020, Ontario condo corporations have had expanded authority to hold virtual or hybrid meetings. Virtual AGMs allow participation by video conference, which can significantly increase owner participation — particularly valuable for larger communities or those with many non-resident owners. Bylaws and proper notice provisions must support virtual participation. Ensure your meeting platform accommodates voting, proxy submission, and clear audio/video for all participants.

Frequently Asked Questions

What if a unit owner raises contentious issues at the AGM?

The chair has authority to manage the agenda and maintain order. Items not on the agenda can be received as information but generally cannot result in binding votes without proper notice. Contentious owners can be respectfully acknowledged and directed to submit written questions to the board after the meeting.

Can the board make decisions at the AGM?

The AGM is primarily for owners — it is their meeting. The board reports to owners and owners elect directors, but day-to-day decisions remain with the board between meetings. Extraordinary decisions requiring owner approval (bylaw amendments, major expenditures above specified thresholds) can be voted on at the AGM with proper notice.

How long must AGM minutes be retained?

Ontario's Condominium Act requires corporations to retain records, including meeting minutes, for at least seven years. These records must be made available to owners upon request.