The AGM– An important Meeting for Owners to Attend - by Trish Kaplan, CCI (Hons), Administrator
The time for Annual General Meetings is doubtless in progress for condominium corporations. During this period of ensuring safety of our owners and managers, most meetings are being held virtually. Hopefully, this manner of the meeting will entice more owners to participate where they have not done so in person previously. Owners have made substantial investments in their units. The importance of ensuring accountability of the board of directors of the corporation to the owners makes this meeting a particularly important one for owners to attend. This is their opportunity to pose questions of the board about the operation of the corporation, to discuss other topics of interest to the community, to elect new or re-elect existing directors to the board, and to vote on other matters as may come before them. This is their opportunity to have their voice heard. The process to organize this meeting, especially during a pandemic, requires attention to detail and timelines. Understanding that the board may have a condominium manager to facilitate this, it has been recommended by some owners that directors be more familiar with all aspects of preparation for the meetings and also to conduct a thorough review of their AGM Notice package to adapt the material to the official notice as amended in the Condominium Act in November 2017. Forms for meetings of owners are mandatory and can be found here under Forms Relating to Meetings and Voting : Preliminary Notice of Meeting of Owners (mandatory) The board is required to send a Preliminary Notice of Meeting of Owners to
all owners which will include a proposed date for the actual meeting and more. This notice goes out to owners at least 35 days before a Notice of Meeting of Owners . Owners may submit material and/or discussion topics to be included with the Notice of Meeting of Owners . It should be noted that if an owner wishes to receive notices electronically, they must provide an Agreement to Receive Notices Electronically form and the corporation must have a statement of this method of receiving notices on record for the owners and mortgagees (unless the Act provides otherwise). Submission to include Material in the Notice of Meeting of Owners (mandatory) Owners may request that the board include material in an upcoming Notice of Meeting of Owners ; using the so named form and to include material with the form. Given that the meeting notice will be sent out at least 15 days in advance of the meeting date, owners should return their submissions in a timely manner. Owners who may indicate their intention to be a candidate in the election of directors to the board would be required to submit a statement containing any required disclosure information, which would be distributed to owners with the Notice of Meeting of Owners , in advance of the elections. If candidates did not identify their candidacy in advance, they would be required to make the disclosure at the meeting where the election takes place.
Trish Kaplan , CCI (Hon’s) is the current part- time Administrator for the CCI-London and Area
Chapter, also having served in the position from April 2003-
September 2010 and was awarded the Distinguished Service Award from CCI National in November 2006. She served on the Board of Directors from 2010 to 2015 when she returned as Administrator. Trish is also a former condominium manager.
Notice of Meeting of Owners (mandatory)
Effective November 1, 2017 the notice of meeting itself must be in writing and given at least 15 days prior to the day of the meeting. The board is required
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