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 10-day notice period. Count calendar days, not business days. If sending by mail, add a reasonable delivery buffer.

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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