AGM & Meetings
Meeting Notice Checklist
Checklist for preparing and delivering compliant notice packages for Ontario condominium owners' meetings.
Use case: Use when drafting and sending notice for an AGM, turnover meeting, or requisitioned owners' meeting.
Timing and delivery
- Confirm meeting type (AGM, special, requisitioned, turnover)
- Calculate notice period required by Act and governing documents
- Set meeting date, start time, and location or virtual access details
- Set reconvened date in notice if quorum may fail on first date
- Deliver notice to all owners by permitted method (mail, email, courier)
- Document date notice was sent and to whom
Required contents
- Corporation name and meeting purpose
- Date, time, and place (or electronic participation instructions)
- Agenda or description of business to be conducted
- Proxy form compliant with the Condominium Act
- Instructions for proxy submission deadline and delivery
- Candidate nomination information (if election scheduled)
- Text of motions or bylaw amendments to be voted on
- Financial statements or summary if required for AGM
- Auditor report or waiver information if applicable
Supporting documents
- Draft budget for owner review (if on agenda)
- Board report or management report
- Reserve fund study excerpt if capital vote planned
- Rules or bylaw amendments marked clearly for vote
- Access instructions for hybrid or electronic attendance
Internal review
- Legal review for requisitioned or contested meetings
- Board approval of notice content and agenda
- Management confirms owner list and addresses current
- Quorum requirement stated correctly in cover letter
- Spelling of candidate names and motion wording verified
After sending
- Track returned undeliverable mail and follow up
- Post notice on owner portal if corporation uses one
- Begin proxy collection and quorum tracking
- Respond to owner questions in writing where appropriate