Annual general meeting agenda template for condo boards, free

The annual general meeting (AGM) is the most important event in a board's calendar. It's where co-owners approve financial statements, elect board members, and make decisions that will shape the building's year ahead.

Preparing a structured agenda is not just good practice, it's a legal requirement in Quebec. The Civil Code of Québec requires that the notice of meeting, including the agenda, be sent to every co-owner at least 10 days before the meeting (art. 346 C.C.Q.).

A well-built agenda protects the syndicate (decisions made on items not listed on the agenda can be challenged), keeps the meeting on track, and gives co-owners the chance to prepare adequately.

What the law requires

Quebec's Civil Code does not prescribe a specific format for the agenda, but it does require that certain decisions be made at a general meeting and therefore appear on the agenda:

• Approval of financial statements for the past fiscal year
• Election or renewal of board members
• Appointment of the auditor or accountant (if applicable)
• Approval of the operating budget and contingency fund contributions

Any item put to a vote must appear on the agenda sent with the notice of meeting. A resolution passed on an item that was not on the agenda can be annulled by the court, if a co-owner asks within 90 days (art. 1103 C.C.Q.).

A complete agenda example, ready to copy

Here is a complete template you can copy or print for your condo.

How to customize this template

Check quorum before the meeting. It is constituted by the co-owners holding a majority of the votes, counted by relative value, not by head (art. 1089 C.C.Q.). Also reread what your declaration of co-ownership provides for how the meeting is held.

Add items specific to your building. If you need to vote on major works, a new building rule, or a loan, list each as a separate agenda item before the question period.

Attach supporting documents to the notice of meeting. To allow co-owners to prepare properly, send along: the financial statements, the proposed budget and the candidacies received. An informed co-owner means a more efficient meeting.

Respect the notice period. At least 10 days before the sitting, at most 45 days, and longer if your declaration requires it. Count calendar days, not business days. If sending by mail, add a reasonable delivery buffer. Our guide to the condo general meeting in Quebec details the mandatory documents, and our pillar on quorum and majorities says which threshold applies to which decision.

Practical tips for a meeting that works

Prepare the attendance sheet in advance. List all units with the co-owner's name and include a column for proxies. Quorum verification must happen quickly at the start of the meeting.

Aim for 90 minutes. A well-prepared meeting should not run longer than 90 minutes. If the agenda is too full, defer some items to a special general meeting rather than exhausting attendees.

Designate a dedicated secretary. The meeting chair should not have to take notes while facilitating discussion. Designate a separate person to draft the minutes as the meeting goes.

Send proxy forms with the notice. Include a proxy form with the notice of meeting so co-owners who cannot attend can still participate in votes.

Kohabit covers this sequence: the notice goes out from the meeting, proxies come in before the sitting, and the minutes are pre-drafted when it closes.

This agenda is only one piece of the board's yearly work. Our guide to self-managing a small condo puts the meeting back into the full calendar of a volunteer board.

Written by Ben, founder of Kohabit and volunteer board member of his own condo. This article informs; it is not legal advice.