Types of Condominium Meetings
The Condominium Property Act (CPA) and Condominium Property Regulation establish the legal requirements for different types of condominium meetings. Each type serves a specific purpose and has unique procedural requirements.
Annual General Meetings (AGMs)
Purpose: Review financials, elect board members, and discuss major issues.
Required by Law: Must be held at least once every 15 months.
Owners Vote on: Budget approval, special resolutions, bylaw changes.
Special General Meetings (SGMs)
Purpose: Called when urgent issues arise between AGMs.
Who Can Call an SGM? The board or unit owners (based on bylaw requirements).
Common Topics: Special assessments, major repairs, bylaw amendments.
Board Meetings
Purpose: Regularly scheduled meetings for board members to oversee operations and financials.
Notices & Minutes: Typically required under the corporation’s bylaws.
Decisions Made: Financial approvals, vendor selection, enforcement of bylaws.
Informal Meetings
Purpose: Discussion-only sessions without legal authority to make binding decisions.
Use Case: Brainstorming sessions before an official board or general meeting.
Notice Requirements and Agenda Preparation
Proper notice ensures that owners are aware of important meetings and can participate. The CPA and the condominium’s bylaws dictate:
AGMs and SGMs require written notice to all unit owners.
Notice must include the agenda and any documents relevant to voting.
Minimum notice periods vary but are typically set out in the corporation’s bylaws.
Agenda Preparation
An agenda outlines the topics to be discussed and ensures the meeting stays on track. A typical agenda includes:
Call to Order: Start of the meeting.
Approval of the Previous Meeting Minutes: Board or owners approve past meeting records.
Financial Report: Budget review and expense updates.
Old Business: Review of pending matters.
New Business: Introduction of new discussion items.
Voting & Resolutions: Approval of motions or special resolutions.
Adjournment: Meeting is formally closed.
Essential Documents to Provide Before a Meeting
To ensure informed decision-making, key documents must be distributed in advance. These may include:
Financial Statements
For AGMs: Annual financial reports, including the budget and an update on reserve fund contributions and spending.
For Board Meetings: Monthly financial updates on revenues, expenses, and reserves.
Proxy Forms
Allow owners to delegate voting rights to another person.
Must be submitted before the meeting starts and comply with legal requirements.
Voting Procedures
Information on how votes are counted (unit factor voting, majority vs. special resolution).
Explanation of quorum requirements (the minimum number of unit factors needed for the meeting to proceed).
Best Practices for Scheduling and Managing Meeting Logistics
Selecting an Appropriate Venue
In-Person Meetings: Ensure accessibility for all owners.
Virtual Meetings: Comply with Alberta’s legal requirement for hybrid or virtual access unless bylaws explicitly require in-person meetings.
Confirming Quorum Before the Meeting
If quorum is not met, the meeting cannot proceed.
Encourage proxy submissions to help reach quorum.
Managing Virtual Meetings
Choose a secure platform that allows real-time participation and voting.
Ensure clear instructions are provided on how to join the meeting.
