Annual General Meeting Agenda Template for Condo Associations (Free)

The annual general meeting (AGM) is the most important event in a condo association'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 Quebec requires that the notice of meeting, including the agenda, be sent to every co-owner at least 10 days before the meeting (art. 1087 C.C.Q.).

A well-built agenda protects the association (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 assembly 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 reserve fund contributions
• Since Bill 16: presentation of the maintenance log (carnet d'entretien) status

Any item put to a vote must appear on the agenda sent with the convocation notice. A resolution passed on an unnoticed item is void and has no legal effect.

Annual General Meeting Agenda Template

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

How to Customize This Template

Check your declaration of co-ownership for quorum rules. The Civil Code sets default quorum requirements, but your declaration of co-ownership may modify them. Always verify this document before your meeting.

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 convocation notice. To allow co-owners to prepare properly, send along: financial statements, the proposed budget, received candidacies, and the maintenance log update. An informed co-owner means a more efficient meeting.

Respect the notice period. At least 10 days before the sitting, at most 45 days (art. 346 C.C.Q.), 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, quorum and applicable majorities.

Practical Tips for a Successful AGM

Prepare the attendance sheet in advance. List all units with the 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 in real time.

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

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