AGM preparation checklist for condo boards

The annual general meeting is where owners approve the budget direction, elect the board, and hold the corporation to account. Timing rules differ by province: Alberta corporations must hold an AGM at least once every fifteen months, while BC stratas are generally required to hold theirs within two months of the fiscal year end. Confirm your bylaws, then work backwards.

Six to eight weeks before

Set the date, time, and format, and book the venue or the virtual platform. Confirm what your bylaws and provincial legislation require for notice period and content. Start assembling the year's financial statements, and if an audit or review is required, get it moving now because it is the item most likely to slip. Draft the agenda: approval of previous minutes, financial report, budget presentation, board elections, and any special resolutions with their exact wording.

Three to four weeks before: send the notice

Send the formal notice with the agenda, proxy form, financial statements, and the full text of any resolutions, within the notice window your legislation and bylaws require. Late or incomplete notice is the classic way AGM decisions get challenged, so document when and how notice went out. Include a plain-language cover note: owners show up when they understand what is being decided.

One week before

Chase quorum. Call for proxies, remind owners, and make it easy to attend. Confirm who chairs the meeting, who records minutes, and who scrutineers any votes. Prepare the registration list, ballots, and copies of the package for the room, and do a test run of the virtual setup if you have one.

At the meeting

Register attendees and proxies against the owner list and confirm quorum before business begins. Follow the agenda as noticed: new business that was not in the notice generally cannot be voted on. Keep the financial report factual, record vote counts on every resolution, and capture action items with owners for each.

After the meeting

Circulate draft minutes promptly while memories are fresh, and file them with the corporation's records. Update signing authorities and registered board information if the board changed, notify your insurer if required, and schedule the new board's first meeting to assign roles. Then transfer the action list into your tracking system so commitments made in the room actually happen.

What does a management company handle?

Under full management, the mechanics above are our job: notices, packages, registration, minutes, and follow-through, with the board focused on decisions rather than logistics. If your last AGM was chaos, that is a solvable problem.