How Condominium Managers Facilitate Board and General Meetings
Role of the Condominium Manager in Meetings
Condominium managers play a critical role in ensuring that board meetings, Annual General Meetings (AGMs), and Special General Meetings (SGMs) comply with the Condominium Property Act (CPA) and the corporation’s bylaws.
Key Responsibilities of a Condominium Manager in Meetings:
Providing administrative support (e.g., preparing agendas, distributing notices).
Ensuring quorum is met before a meeting proceeds.
Recording meeting minutes and maintaining proper documentation.
Advising the board on compliance requirements for voting, proxy submissions, and financial disclosures.
Facilitating virtual or hybrid meetings in accordance with Alberta’s legislative requirements.
Ensuring Compliance with CPA Requirements for Governance and Financial Transparency
Notice and Agenda Requirements
AGMs and SGMs require written notice to unit owners within the timeframe specified in the condominium’s bylaws.
The notice must include:
Agenda items to be discussed.
Financial reports and proposed budgets (for AGMs).
Voting Procedures and Proxy Compliance
Voting must align with unit factors as outlined in the condominium’s governing documents.
Proxies must be properly signed and submitted before the meeting begins.
Managers cannot use proxies for voting purposes—they may only be counted toward quorum.
Meeting Minutes and Record-Keeping
All formal meetings must have written minutes that detail:
Decisions made.
Votes cast.
Resolutions passed.
Meeting records must be made available to owners upon request and retained for the period required by law.
Handling Disputes and Procedural Challenges During Meetings
Common Compliance Challenges and How to Address Them
Challenge | Solution |
Failure to meet quorum | Ensure owners understand quorum requirements in advance and encourage proxy submissions. |
Proxy disputes | Verify all proxies before the meeting and confirm they comply with legal requirements. |
Conflicts over voting rights | Clearly explain unit factor voting and ensure votes are properly recorded. |
Disruptions during meetings | Follow parliamentary procedure and allow only authorized speakers to participate. |
If disputes escalate, the board may seek legal advice or intervention from the Real Estate Council of Alberta (RECA) to resolve compliance issues.
Developing a Compliance Framework to Ensure Smooth Meeting Operations
Steps to Create a Meeting Compliance Strategy
Establish Clear Meeting Policies
Set expectations for quorum, voting, and record-keeping.
Ensure all board members understand CPA requirements.
Use a Meeting Checklist for Compliance
Before the Meeting: Send notices, prepare agenda, confirm quorum.
During the Meeting: Verify attendance, manage voting, document discussions.
After the Meeting: Distribute minutes, store records securely, follow up on action items.
Train Board Members on Legislative Requirements
Provide regular training on CPA compliance, voting procedures, and financial transparency.
Encourage attendance at RECA-approved courses on condominium governance.
