Procedural Steps for Running an AGM
Under the Condominium Property Act and Condominium Property Regulation, an AGM must follow a structured process to ensure transparency, accountability, and legal compliance.
Chairperson: The condominium board president (or designated chair) is responsible for leading the AGM.
Quorum Requirements: A minimum number of unit owners must be present, either in person or by proxy, for the meeting to proceed.
Agenda Requirements: The AGM must address key topics, including:
Approval of Previous Meeting Minutes
Presentation of Financial Statements and Annual Reserve Fund Report
Election of Board Members
Appointment of an Auditor (if required by the bylaws)
Review of Bylaw Amendments (if applicable)
New Business and Owner Questions
Applying AGM Meeting Protocols
To run an effective AGM, condominium managers must ensure that all procedural requirements are met:
Notice Requirements: Notices must be received by all unit owners at least 14 days before the meeting using approved delivery methods.
Voting Process:
Voting methods must follow the corporation’s bylaws (e.g., show of hands, secret ballot, electronic voting).
Proxy votes must be properly collected and verified.
Meeting Documentation:
Minutes must be taken and recorded to reflect key decisions and discussions.
Financial Statements must be made available for review by owners.
Maintaining Order:
Follow Roberts Rules of Order or other meeting protocols to ensure structured discussions.
Provide clear guidelines for owner participation and limit disruptive behavior.
By applying these protocols, condominium managers help protect the validity of the meeting and prevent potential legal disputes.
Evaluating the Effectiveness of an AGM Agenda
An effective AGM agenda ensures that all statutory requirements are met and that key condominium issues are properly discussed.
Evaluation Criteria:
Does the agenda cover all mandatory items (financial statements, elections, annual reserve fund reporting)?
Were all owners given the opportunity to participate in discussions and voting?
Was the meeting properly documented (minutes, financial disclosures, decisions made)?
Common AGM Agenda Mistakes:
❌ Missing or incomplete financial disclosures
❌ Bylaw amendments not properly introduced
❌ Lack of quorum, making decisions invalid
❌ Unclear voting procedures, leading to disputes
Case Study Example:
A condominium corporation failed to include an annual reserve fund report in the AGM agenda. As a result, unit owners challenged the validity of the meeting, and the board was forced to reschedule the AGM, causing delays in financial planning.
By evaluating the AGM agenda for completeness, condominium managers can help prevent compliance issues and ensure a legally valid and efficient meeting.
