Annual condo AGM: complete guide for Quebec condo boards
The annual general meeting (AGM) is a legal obligation for every Quebec condo board. This guide explains how to prepare and run an effective AGM.
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What rules govern a valid condo AGM in Quebec?
The Quebec Civil Code and the building's declaration of co-ownership govern the AGM rules for each condo board (syndicat). The notice of meeting must be sent to every owner at least 15 days before the meeting (or as per the declaration). It must state the date, time, location, and complete agenda.
Quorum is generally a majority of votes representing a majority of fractional shares (unless the declaration specifies otherwise). If quorum is not reached at the scheduled time, the meeting must be adjourned and reconvened. At the second notice, decisions can sometimes be made by those present depending on specific conditions.
Votes are weighted by each unit's fractional share, except for certain decisions requiring a qualified majority (e.g., 75% of votes for changes to the declaration). Meeting minutes must be drafted and signed within 30 days and kept in the condo board's records.
How to prepare an effective AGM step by step
Start preparation 6–8 weeks before the AGM. Gather the closed fiscal year's financial statements (ideally audited by an accountant), prepare the draft budget for the next year, draft the agenda with mandatory items and proposed resolutions. If major repairs are on the agenda, get quotes in advance so owners can vote with full information.
Send the notice of meeting with all relevant documents (financial statements, budget, resolutions, explanatory notes). A professional condo manager typically prepares these documents and handles all owner communications. This step is often underestimated: well-informed owners are more engaged and AGM discussions are more constructive.
During the meeting, designate a chair (usually the board president), a secretary to draft the minutes, and a scrutineer to count votes. For remote meetings (Zoom, Teams), verify your declaration allows it and that provisions have been made for participant identification and electronic voting.
Common mistakes to avoid at your condo AGM
Most frequent mistakes: giving insufficient notice (less than 15 days), omitting mandatory agenda items (financial statement approval, director elections), failing to reach quorum due to poor owner mobilization, and adopting resolutions unanimously when the law only requires a simple majority (which can create contestation issues later).
Another common error is inadequate minute-taking. Incomplete or unsigned minutes can make decisions contestable. Minutes must include the date, location, attendees, quorum confirmation, each agenda item discussed, resolutions adopted with vote counts, and any objections raised.
To avoid these pitfalls, many condo boards delegate AGM preparation and facilitation to their professional manager. Gestion Velora prepares all documents, coordinates logistics, and drafts legally compliant minutes — freeing the board from this administrative burden.
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