Annual condo meeting: how to prepare an effective AGM

The annual meeting of co-owners is when the syndicate reports to owners, sets its direction and elects its board of directors. Well prepared, it takes one evening and stays calm. Poorly prepared, it drags on, ends without quorum or produces decisions that can be challenged. The Civil Code of Québec governs several steps, and the rules have changed since Bill 16.

Here is how to prepare an annual general meeting (AGM) that follows the rules and gets things done.

Documents to send with the notice of meeting

Article 1087 of the Civil Code specifies what must accompany the notice of the annual meeting: the balance sheet, the income statement for the past fiscal year, the statement of debts and claims, the budget forecast, any proposed amendment to the declaration of co-ownership, and a note on the essential terms of any proposed contract and any planned work.

This is often where problems start. A budget sent late or work presented without figures fuels mistrust and questions from the floor. The notice period and the timeframe for holding the meeting are generally set by the declaration of co-ownership and its by-laws: check them as soon as the fiscal year ends so you can plan your timeline backwards.

The agenda and items added by co-owners

Any co-owner may ask for an item to be added to the agenda within five days of receiving the notice of meeting (article 1088). The board must then notify all co-owners in writing of the added items before the meeting. Build this delay into your timeline: sending the notice too late makes it impossible to handle these requests properly.

A clear agenda usually follows this logic: opening and quorum check, appointment of a chair and secretary, adoption of the agenda and previous minutes, presentation of the financial statements, consultation on the budget, work and contracts, election of directors, other business.

Quorum and voting

Quorum is reached when the co-owners present or represented hold a majority of the votes (article 1089). Each co-owner votes according to the relative value of their fraction, not on a one-person, one-vote basis (article 1090). A co-owner more than three months behind on common charges loses their right to vote until they have paid in full (article 1094).

If quorum is not reached, the meeting is adjourned to another date and all co-owners must be notified. At the adjourned meeting, quorum is three quarters of the members present or represented, but the major decisions listed in article 1097 still require the presence of co-owners holding a majority of the votes of the whole syndicate.

Most decisions are made by a majority of the votes of co-owners present or represented (article 1096). Others require three quarters of the votes, including the purchase or sale of an immovable by the syndicate, the alteration, enlargement or improvement of common portions, or an amendment to the constituting act (article 1097).

Virtual and hybrid meetings

Since the amendments made by Bill 16, a meeting may be held using means that allow all participants to communicate immediately with each other (article 1088.1). Voting must then use a method that allows the votes to be verified afterwards and preserves secrecy when a secret ballot is requested (article 1089.1).

In practice, a hybrid meeting often increases attendance, and therefore the chances of reaching quorum. Test the platform in advance, assign someone to handle the technical side and plan a simple way to confirm each participant's identity and number of votes.

Must-cover topics since Bill 16

Syndicates must now have a maintenance logbook and a contingency fund study prepared according to regulatory standards. For most existing condominiums, the deadline to obtain these documents is three years and one day from August 14, 2025. The AGM is the right time to review the timeline, the quotes received and the expected impact on contributions. Our articles on Bill 16 and on the contingency fund study explain these obligations in detail.

After the meeting

Draft and circulate the minutes promptly, clearly stating the resolutions adopted and the voting results. A meeting decision can be challenged in court within 90 days of the meeting when it is biased, made with intent to harm or based on an error in counting the votes (article 1103). Accurate minutes are your best protection.

FAQ

Can a co-owner be represented at the meeting?

Yes, representation by proxy is common. The specific rules, such as the form of the proxy, are generally set out in the declaration of co-ownership. Check them before the meeting to avoid disputes.

What happens if the budget is not adopted?

The Civil Code provides that the board of directors sets the contribution to common expenses after consulting the meeting (article 1072). Co-owners are consulted on the budget, but it is the board that then sets the contributions.

How long does a co-owner have to add an item to the agenda?

Five days after receiving the notice of meeting. The board must then inform all co-owners in writing of the added items.

Can an AGM be held entirely online?

Yes, provided all participants can communicate immediately with each other and the voting method allows votes to be verified and keeps them secret when requested.

What if the meeting loses quorum partway through?

If a co-owner requests it, a meeting that no longer has quorum must be adjourned. It is best to deal with the important items early in the evening.

Is your next AGM coming up? Contact our team: we answer within 4 business hours.

General information: rules and circumstances may vary. Check official sources or consult a professional about your situation.