Types of Condominium Meetings & Notice Requirements

Comparing Annual General Meetings (AGM) and Special General Meetings (SGM)

1. Annual General Meeting (AGM)

   • Definition: A mandatory meeting held annually to review financial reports, elect board members, and update owners on condominium affairs.

   • Timing: Must be held within a specific timeframe as required under the CPA.

   • Agenda Items: Financial reports, reserve fund updates, election of board members, and other required disclosures.

2. Special General Meeting (SGM)

   • Definition: A meeting convened outside the normal AGM schedule to address urgent matters requiring owner approval.

   • Common Reasons for SGMs:

     • Bylaw amendments.

     • Major financial decisions (e.g., special levies).

     • Board member removals or vacancies.

     • Legal disputes.

3. Key Differences Between AGMs and SGMs

   • AGMs are required annually, while SGMs are called as needed.

   • AGMs cover standard governance matters, whereas SGMs focus on specific, time-sensitive issues.

   • Different notice periods and procedural rules apply.

Notice Requirements for AGMs and SGMs

1. Minimum Notice Periods

   • AGM: Must be scheduled within the CPA-mandated timeline and notice must be provided in advance.

   • SGM: Notice periods may vary depending on the reason for the meeting.

2. Contents of a Legally Compliant Notice

   • Date, time, and location of the meeting.

   • Meeting agenda and purpose.

   • Voting procedures and quorum requirements.

3. Methods of Distribution

   • Hand-delivered notices.

   • Electronic notifications (if allowed under bylaws).

   • Mail or posted notice in a conspicuous location.

4. Potential Consequences of Failing to Meet Notice Requirements

   • Meetings may be invalidated.

   • Unit owners could challenge decisions.

   • Legal liability for the board and condominium manager.

5. Key CPA Provision on Meeting Notices

   • According to the Condominium Property Act, proper notice must be given to all unit owners before an AGM or SGM.

Applying CPA Regulations to Meeting Notice

Compliance

1. Reviewing a Sample Meeting Notice

   • Checking for compliance with CPA-mandated content and timeline requirements.

   • Ensuring the correct method of distribution was used.

2. Common Issues Leading to Non-Compliance

   • Insufficient notice period.

   • Missing required information (e.g., agenda items, location).

   • Notices not properly distributed.

3. Steps to Correct Non-Compliant Meeting Notices

   • Issuing a corrected notice before the meeting date.

   • Rescheduling the meeting to ensure compliance.

   • Communicating corrections to unit owners.

4. Legal and Governance Implications

   • Boards and managers may be held accountable for non-compliance.

   • Invalid meetings may lead to disputes or financial liabilities.