Voting & Elections
Condo Election Checklist
End-to-end checklist for planning and running director elections at Ontario condominium owners' meetings.
Use case: Use when preparing candidate nominations, ballots, and election procedures for an AGM or requisitioned meeting.
Planning (6–8 weeks before)
- Confirm number of director positions up for election and term lengths
- Review declaration and bylaws for election rules and qualifications
- Determine whether electronic or hybrid voting is authorized
- Set nomination period dates and method
- Prepare candidate information requirements (bio, consent form)
- Draft election portion of meeting notice and agenda
Nominations
- Publish nomination opening and closing dates in notice
- Provide candidate nomination form or written requirements
- Verify candidates meet eligibility rules
- Obtain written consent from each candidate
- Confirm no undisclosed conflicts requiring disclosure
- Publish candidate list to owners before meeting (as required)
Notice and materials
- Include compliant proxy form in notice package
- Include ballot or voting instructions for each contested position
- Explain quorum requirements and proxy deadline
- Include candidate statements if corporation distributes them
- Confirm reconvened meeting date in notice (if applicable)
Pre-meeting verification
- Test electronic voting platform (if used)
- Prepare paper ballots and scrutineers (if used)
- Train registration staff on proxy validation
- Prepare voting results record template
- Brief chair on election procedure and tie-break rules
At the meeting
- Confirm quorum before opening election
- Explain voting procedure to owners
- Handle nominations from the floor only if permitted
- Conduct vote per governing documents (show of hands, ballot, or electronic)
- Tabulate results with independent scrutineer where practical
- Announce results and record in minutes
After the meeting
- File voting results record in corporation records
- Update director register and notify new and outgoing directors
- Submit CAO filing updates if required
- Orient newly elected directors