Remote AGMs for Quebec Condominiums

Annual general meetings (AGMs) of a divided co-ownership can now be held remotely if the legal rules and your declaration of co-ownership allow it. When well run, these virtual meetings make it easier for co-owners to participate while respecting the syndicate’s governance requirements. This article explains the framework to follow in Quebec and best practices for holding a successful remote AGM, from the notice of meeting to the minutes.

Update note: content current as of 2026-05-11.

What the law says: remote participation and minimum rules

In Quebec, the Civil Code of Quebec governs meetings of co-owners. Participation by technological means is possible if it is not restricted by the declaration of co-ownership or the by-laws of the immovable, and if certain transparency and identification requirements are met (see the provisions of the Civil Code of Quebec relating to meetings of co-owners). The legal framework for information technology also applies to notices and electronic signatures.

Key points to remember:

• The declaration of co-ownership prevails: check whether it authorizes or restricts a remote or hybrid AGM, and follow the procedures it sets out.
• Right to participate: every co-owner must be able to identify themselves, be heard and hear the exchanges simultaneously, as they would in person (see the Civil Code of Quebec).
• Quorum and majorities: the quorum and simple or qualified majority rules remain those set out in the Civil Code of Quebec and the declaration of co-ownership, whether the AGM is virtual or not.
• Proxies: they remain permitted in the prescribed forms; electronic transmission must make it possible to verify their authenticity (LCJTI).
• Secret ballot: it must be possible at a co-owner’s request, including remotely, particularly for the election of the board of directors.
• Minutes and documents: the secretary records the decisions; electronic signatures are valid if they comply with the legal framework.

For the reference texts, consult:

• The Civil Code of Quebec on LégisQuébec
• The Act to establish a legal framework for information technology (LCJTI)

Notice of meeting, agenda and documents to send

The notice of a remote AGM follows the same rules as a meeting held in person, subject to the details in the declaration of co-ownership. The notice must be clear and include the date, time, technological format, connection instructions and technical support arrangements. Respect the notice periods set out in the declaration of co-ownership and the Civil Code of Quebec, and avoid last-minute changes without issuing a new formal notice.

Best practices for the notice and attachments:

• Include a detailed agenda, speaking and voting rules, and the identity of the proposed officers (chair, secretary and scrutineer).
• Send the essential documents at least one week in advance, if possible: financial statements, proposed budget and common expenses/condo fees, board of directors’ report, contingency fund summary, relevant extracts from the maintenance logbook/EUC, proxy forms and board of directors candidacies.
• Specify the technical support channel (email/telephone) and provide a short user guide for the platform.
• Provide a simple procedure for submitting written questions in advance, without preventing anyone from speaking during the meeting.

To simplify logistics, several syndicates centralize these documents in a secure, time-stamped space. Good administrative management also includes tracking what was sent and received. See how a professional solution can support your AGM: https://www.multirent.ca/services/#gestion-administrative

Choose the right tools and secure access

The chosen tool must allow participants to be identified, manage speaking turns, share documents on screen and use reliable voting mechanisms (or an integrated voting solution). Prioritize platforms offering:

• Waiting rooms and manual admission to verify identity (full name and condo/unit number).
• An attendance log, with connection and disconnection tracking for quorum purposes.
• Features for “raising a hand,” moderating the chat and muting microphones.
• A polling/voting module or integration with a secure voting tool.

Security and confidentiality:

• Protect connection links and passwords; avoid public sharing.
• Minimize the personal information visible on screen; limit what is displayed to information that is necessary.
• Record the meeting only if the declaration of co-ownership authorizes it or the meeting consents, and explain the intended use (preparing the minutes, then deleting the recording).
• Comply with Quebec’s private-sector personal information protection framework, modernized by “Bill 25” (refer to the official texts on LégisQuébec).

Useful resources:

• RGCQ – co-ownership resources and best practices
• OACIQ – key information on divided co-ownership

Electronic voting and secret ballots

The vote must be clear, verifiable and, where necessary, secret. For sensitive matters (e.g., election of the board of directors and removals from office), set up a secret ballot at a co-owner’s request. A few proven methods:

• Use an anonymous voting module on the platform, with results exported and logs retained.
• If the platform does not support it, use an external anonymous voting tool, with unique codes sent before the AGM, followed by a count conducted by an independent scrutineer.
• Provide a fallback procedure (e.g., a roll-call vote for non-secret votes) if the voting tool fails.

Before each vote, clearly state the required majority (simple/qualified) and the number of votes cast, taking co-ownership shares into account where applicable, in accordance with the declaration of co-ownership and the Civil Code of Quebec.

Holding the meeting and governance: a typical agenda

A disciplined process helps prevent challenges and shortens the meeting. Example of a sequence for a virtual AGM:

1. Welcome and identity verification; open the meeting once quorum has been reached.
2. Appointment of the meeting chair, secretary and scrutineer; adoption of the agenda.
3. Reading and adoption of the previous minutes; tabling of the financial statements and reports (board of directors, management, insurance claims and maintenance).
4. Presentation of the budget, common expenses/assessments and impacts on the contingency fund.
5. Structured question period; manage speaking turns to maintain order.
6. Voting (resolutions, work on common portions/private portions and by-laws); announce the results.
7. Election of directors to the board of directors; specify the term lengths and transition procedures.
8. Adjournment of the meeting; note the follow-up items and the expected timeframe for sending the minutes to co-owners.

The minutes must accurately reflect the decisions, including the voting results and majorities. The electronic signature of the chair and secretary is recognized by the LCJTI if it makes it possible to identify the signatories and ensure the integrity of the document.

In person vs. remote: points of comparison

Common mistakes and how to avoid them

• Incomplete notice: missing connection information, agenda or documents. Use a checklist and respect the deadlines in the declaration of co-ownership.
• Incorrectly calculated quorum: maintain a live connection log; adjust it if co-owners leave before a vote.
• Identity not verified: require matching names and confirm the unit/condo; request that cameras be turned on at the start if necessary.
• Unable to hold a secret ballot: arrange the tool before the AGM; test it under real-world conditions.
• Recording without consent: announce the practice, retention period and intended use; obtain consent if required.
• Unstable platform: conduct a technical test and prepare a Plan B (teleconference number, technical adjournment).
• Inaccessible attachments: keep the financial statements, budget and other documents in a secure space; send the links in advance.

For more condo governance resources, visit our blog: https://www.multirent.ca/blogue/

FAQ – Remote condo AGMs

Q: Can an AGM be held entirely virtually if the declaration of co-ownership is silent?

A: In practice, if the declaration of co-ownership does not prohibit it and the participation, identification and voting requirements are met, a virtual AGM is generally acceptable. Nevertheless, confirm with your legal adviser, and refer to the Civil Code of Quebec and your by-laws of the immovable.

Q: How should proxies be handled during an online AGM?

A: Use a proxy form that complies with the declaration of co-ownership. Accept electronic copies if their authenticity can be verified. Record the proxyholder in your attendance register and count their votes when votes are held.

Q: Is a hybrid AGM (in person + virtual) permitted?

A: Yes, if the declaration of co-ownership allows it and equal access to information is ensured for everyone. Give both groups the same right to speak and equivalent voting procedures, and clearly state the rules in the notice of meeting.

This article provides general information and does not constitute legal advice. For your situation, consult a lawyer or notary.

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