How to Prepare and Run a Condo AGM in Quebec

The annual general meeting (AGM) is one of the most important moments in the life of a condo syndicate. This is where co-owners make the decisions that commit the building for the coming year: budget, major work, election of directors, bylaw amendments. Yet for many volunteer boards, organizing an AGM remains a source of stress and uncertainty.

This guide explains, step by step, how to prepare and run a general meeting compliant with Quebec's Civil Code, without stress and without unpleasant surprises.

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What is a condo general meeting?

The general meeting is the formal gathering of all co-owners in a syndicate. It is the syndicate's supreme decision-making body: certain decisions can only be made by co-owners assembled at a meeting, not by the board of directors alone.

There are two types of meetings:

• The annual general meeting (AGM): mandatory every year, within 6 months of the end of the financial year. It is used to approve financial statements, the budget, elect directors, and handle routine matters.
• The extraordinary general meeting (EGM): called for urgent or important decisions that cannot wait for the annual AGM (unexpected major work, amendments to the declaration of co-ownership, etc.).

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When must the annual general meeting be held?

Quebec's Civil Code (art. 1087) requires that the AGM be held within 6 months of the end of the syndicate's financial year. If your year ends December 31, the AGM must take place before June 30.

Failing to hold an annual meeting exposes the syndicate to legal action from co-owners and undermines the legitimacy of board decisions.

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How to notify co-owners

The notice period

Notice must be sent at least 10 days before the meeting date (art. 1087 C.C.Q.). It is recommended to send notice 15 to 21 days in advance to give co-owners time to prepare.

What the notice must contain

The notice must include:

• The date, time, and location of the meeting
• The complete agenda
• Any relevant documents on which co-owners will be asked to vote (financial statements, proposed budget, etc.)

How to send the notice

Notice may be sent by registered mail, email (if the co-owner has consented to this method), or delivered in person. Always keep proof of delivery.

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A standard AGM agenda

A well-structured agenda is the key to an efficient meeting. Here is a standard template for an annual general meeting:

1. Opening of the meeting and quorum check
2. Adoption of the agenda
3. Reading and adoption of the minutes of the last meeting
4. Board of directors report (building status, completed work)
5. Presentation and adoption of financial statements for the past year
6. Presentation and adoption of the projected budget
7. Update on the contingency fund
8. Election of directors (if mandates are up for renewal)
9. Other business
10. Adjournment

Avoid adding last-minute items to the agenda on the day itself; this can invalidate certain decisions if they were not announced in the notice.

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Quorum: how many people need to be present?

Quorum is the minimum number of co-owners (or their representatives) required for the meeting to deliberate validly. Under Quebec's Civil Code, quorum is reached when co-owners present or represented hold more than 50% of all votes in the syndicate.

If quorum is not reached at the scheduled time, the meeting is generally suspended for 30 minutes, after which co-owners present may deliberate regardless of their number, for ordinary matters.

Proxy voting

A co-owner who cannot attend may grant a proxy to another co-owner or any other person to represent them and vote on their behalf. The proxy must be written and submitted before the meeting begins.

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Types of votes and required majorities

Not all decisions require the same majority. In Quebec divided co-ownership, there are:

Simple majority (more than 50% of votes cast)

• Adoption of financial statements
• Approval of the budget
• Routine management decisions

Absolute majority (more than 50% of all syndicate votes)

• Election of board members
• Certain amendments to building rules

Double majority (75% of votes + majority of co-owners)

• Major work affecting common areas
• Certain significant amendments to the declaration of co-ownership

Unanimity

• Amendments to the constituting act of co-ownership
• Change of building purpose

Knowing these thresholds in advance prevents disputes after the meeting.

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The minutes: don't neglect them

The minutes are the official record of the meeting. They must be carefully drafted and record:

• The date, time, location, and number of participants
• The quorum check
• All points discussed
• The result of each vote (with the number of votes for, against, and abstentions)
• All decisions adopted

The minutes must be signed by the chair and secretary of the meeting, then kept in the syndicate's archives. They constitute the legal proof that decisions were made properly.

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The most common mistakes to avoid

1. Forgetting to send notice on time

A late notice can invalidate decisions made at the meeting.

2. Not preparing documents in advance

Co-owners must receive the financial statements and proposed budget before the AGM, not on the day itself.

3. Mixing agenda items with informal discussions

Only decisions made on agenda items are valid.

4. Not keeping minutes

Without minutes, decisions are impossible to prove in the event of a dispute.

5. Ignoring abstentions and votes against

All votes must be recorded, including negative votes and abstentions.

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How Kohabit simplifies your general meeting management

Organizing an AGM requires rigorous coordination. Kohabit centralizes everything you need:

• Announcements and notices: send the convocation to all co-owners from the platform, with read receipts
• Document sharing: make financial statements, the budget, and reports available before the AGM
• Online votes: for preparatory polls or simple decisions
• Minutes archiving: store your minutes in the syndicate's document space, accessible to all

All hosted in Canada, compliant with Law 25 on the protection of personal information.

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