Annual General Meeting: A Guide to Success

By Muriel Druart, Client services director

The annual general meeting (AGM) is the most important moment in the democratic life of your divided co-ownership. This is where major decisions are made, the budget is approved and directors are elected. Under the Civil Code of Quebec, the AGM must be held at least once a year. Here is how to make it a success.

Before the meeting: preparation

The notice of meeting

The Civil Code of Quebec requires at least 10 days’ notice before the meeting. The notice must include:

• Date, time and location (or virtual link) of the meeting
• Detailed agenda
• Relevant documents: financial statements, proposed budget and proposals to be voted on
• Proxy form for those unable to attend

Tip: send the notice by registered mail or by a method that allows you to prove receipt. A co-owner who claims not to have received notice may challenge the decisions made at the meeting.

Documents to prepare

• Financial statements for the year
• Statement of results (revenue vs. expenses)
• Statement of the contingency fund
• Projected budget for the coming year
• Board of directors’ report
• List of completed and planned work (taken from the maintenance logbook)

Preparation checklist

During the meeting

Quorum

For the meeting to be valid, quorum must be reached. Generally, this requires a majority of the votes (50%+1) of the co-owners present or represented by proxy. Check your declaration of co-ownership for the exact quorum requirement.

Quebec tip: if quorum is not reached, a second meeting may be called within the following 30 days. Quorum is then reduced (often to 25% of the votes), making it easier to make decisions.

Typical proceedings

1. Opening and verification of quorum
2. Election of the meeting chair and secretary
3. Reading and adoption of the agenda
4. Reading and adoption of the minutes of the previous meeting
5. Presentation of the financial statements
6. Presentation and vote on the budget
7. Report on completed and planned work
8. Statement of the contingency fund
9. Election of directors (if applicable)
10. Questions and other business
11. Adjournment of the meeting

Types of votes

Virtual meetings

Since the pandemic, virtual meetings have become common and are now governed by Quebec legislation. Advantages include:

• Higher participation rate: co-owners who are away or travelling can participate
• Secure real-time voting
• Recording possible for reference
• Reduced tension: discussions are generally more civil online
• Time savings: no travel, and meetings are generally shorter and better structured

After the meeting

• Minutes: draft and distribute the minutes within 30 days
• Implementation: carry out the decisions that were approved
• Communication: inform co-owners who were absent of the decisions made
• Follow-up: schedule the approved work and update the maintenance logbook

Common mistakes to avoid

• ❌ Notice of meeting sent too late or without proof of receipt
• ❌ Lack of quorum (with the meeting held anyway — every decision may be challenged)
• ❌ Voting on items not included on the agenda
• ❌ Incomplete minutes or minutes that were not distributed
• ❌ Meeting that turns into a personal conflict
• ❌ Failing to present the contingency fund statement (required under Bill 16)