AGM & Meetings
Turnover Meeting Checklist
Checklist for Ontario condominium turnover meetings — notice, first owner board election, records handover, and post-turnover planning.
Use case: Use when preparing the first owner-controlled meeting after condominium registration.
Before notice
- Confirm turnover trigger under declaration and Condominium Act
- Set meeting date allowing full notice periods
- Identify declarant vs owner voting units for quorum math
- Draft turnover-specific agenda
- Plan director election — positions, terms, eligibility rules
- Assemble records handover package
- Prepare financial summary for owner review
- Legal review of notice content if contested or complex
Notice package
- Preliminary notice sent if required
- Meeting notice includes turnover purpose clearly stated
- Date, time, location, or virtual access instructions included
- Compliant proxy form included
- Director candidate information and nomination rules included
- List of records available at or before meeting
- Proxy submission deadline and delivery method stated
- Notice delivered to all owners with delivery log
Election preparation
- Number of director positions confirmed
- Candidate consent forms collected
- Scrutineer appointed
- Ballot format prepared
- Chair briefed on election procedure
- Run election readiness check
Records handover
- Registered declaration, bylaws, and rules
- Opening budget and financial statements
- Reserve fund records and study (if available)
- Insurance policies
- Management and major service contracts
- Warranty and deficiency documentation
- Prior meeting minutes from declarant period
- Owner register and unit ledger
Meeting day
- Registration and proxy validation ready
- Quorum threshold posted at registration
- Agenda, motions, and ballots organized
- Recording equipment for minutes if used
- Voting results record form prepared
After turnover
- Election results recorded in minutes
- New board holds organizational meeting
- Records transferred to owner-controlled storage
- First AGM date planned within fiscal year window
- Declarant obligations tracked in writing
- Owner communication sent with results and next steps