Templates & Tools
AGM Checklist
A comprehensive step-by-step checklist for planning an Ontario condo annual general meeting from notice through post-meeting filings.
Use case: Use this checklist when preparing notice, agenda, elections, and logistics for an upcoming AGM.
8–12 weeks before AGM
- Confirm AGM must be held within statutory timeframe
- Set provisional meeting date, time, and location or virtual platform
- Identify director terms expiring and number of positions to elect
- Engage auditor or plan owner waiver if applicable
- Begin draft budget for owner review at AGM
- Review prior AGM minutes for unfinished business
- Assess whether electronic or hybrid voting will be used
6–8 weeks before
- Board approves AGM date and preliminary agenda
- Open director nomination period (see candidate nomination checklist)
- Prepare financial statements for distribution
- Draft president and treasurer reports
- Confirm reserve fund study status if capital vote anticipated
Notice package (4–6 weeks before)
- Calculate and comply with notice period
- Draft agenda using owner meeting agenda template
- Include compliant proxy form and submission instructions
- Include candidate list or nomination instructions
- Attach financial statements and auditor report (if any)
- State quorum requirement and reconvened date if applicable
- Board approves final notice content
- Send notice to all owners; log delivery (see meeting notice checklist)
Proxy and quorum campaign (after notice)
- Set proxy receipt deadline and communicate to owners
- Validate proxies on receipt using proxy checklist
- Track units represented on quorum tracking sheet
- Use quorum calculator to project shortfall
- Send reminders if participation below quorum threshold
Elections and voting prep (2–3 weeks before)
- Close nominations; confirm candidate consents
- Prepare ballots or configure electronic voting
- Complete condo election checklist items
- Appoint scrutineer(s) and brief chair on election procedure
- Prepare voting results record templates
- Test AV, livestream, or voting platform (see digital voting readiness checklist)
One week before
- Confirm room setup, signage, and registration tables
- Print registration lists, ballots, and minute template
- Brief management and volunteer greeters
- Prepare chair script for quorum declaration and adjournment
- Confirm catering, accessibility, and security if applicable
Meeting day
- Open registration early; validate proxies consistently
- Track attendance until quorum achieved
- Follow agenda; do not vote without quorum
- Conduct elections and record all motion results
- Adjourn or reconvene per notice if quorum fails
- Collect all ballots and voting exports for records
After the AGM
- Draft minutes within reasonable timeframe
- File signed voting results record
- Notify new directors and conduct orientation
- Submit required CAO filings and updates
- Post minutes to owners when approved
- Debrief board on turnout and process improvements