Hybrid Annual General Meetings in Quebec Co-ownership

Holding a hybrid meeting in a divided co-ownership has become an established practice in Quebec. It combines in-person and remote participation, improving accessibility for co-owners and reducing postponements caused by a lack of quorum. However, hybrid meetings create specific requirements for the board of directors and the chair of the meeting. Here is an overview of the legal framework, notice requirements and electronic voting rules, along with practical advice (current as at 2026-06-29).

• Objective of a hybrid meeting: allow everyone to participate without compromising the validity of decisions.
• Key issues: compliance with the declaration of co-ownership, quorum, ballot secrecy, proof of identity and traceability for the minutes.

For more information on meeting organization and secretarial services, see our administrative management services and browse the multiRent blog.

1) Legal framework for a hybrid meeting

The Civil Code of Quebec governs co-owner meetings and their decisions. The annual general meeting must be held every year, and the syndicate has latitude to organize the meeting using technology if the declaration of co-ownership does not prohibit it and if the rules on participation, voting and maintenance of the register are followed.

• Annual meeting: the syndicate has an obligation to issue periodic notices of meeting (see section 1084 of the Civil Code of Quebec).
• Majorities: majority requirements vary depending on the decision (for example, sections 1090 to 1092 of the Civil Code of Quebec).
• Technological means: permitted if everyone can participate equitably, identity is verified and a secret ballot, when required, is preserved. Quebec’s legal framework for information technology supports these practices (see the Act to establish a legal framework for information technology).

Official references:

• Civil Code of Quebec – divided co-ownership, section 1084 and following
• Majorities and decisions
• Legal framework for IT (C-1.1)

RGCQ also offers useful guidelines for preparing and conducting co-owner meetings: rgcq.org

2) Notice, quorum and conducting a hybrid meeting

The notice of meeting remains central to the validity of the meeting. It must comply with the deadlines and procedures set out in the declaration of co-ownership and the by-laws of the immovable, including the agenda, draft resolutions and required documents.

• Notice of meeting: send it using the prescribed method (mail, delivery or email if permitted by the declaration of co-ownership or if the co-owner has consented). Clearly indicate the physical location, platform, access instructions and testing procedures.
• Documents: include the agenda, the board of directors’ report, financial statements and any draft by-law. For an important vote (for example, major work), attach the information required to make an informed decision.
• Proof of transmission: retain proof of sending and receipt (email, acknowledgements and delivery reports), which may be useful in the event of a challenge.

Quorum and attendance:

• Quorum is calculated based on all the votes of co-owners who are present, represented by proxy or connected in real time through the platform.
• The attendance register must distinguish between participants in the room, remote participants and those represented by proxy. The chair of the meeting confirms quorum at the start and, where necessary, before critical votes.

Efficient proceedings:

• Identity: at virtual entry, verify the full name and civic address. If necessary, ask for identification with the camera turned off, then validate access through the admission function.
• Speaking discipline: use the “raise hand” function and timed speaking turns. In the room, a dedicated microphone prevents side conversations.
• Technical assistance: a co-host handles the technical aspects so the chair can focus on the substance of the meeting.

Management tip: centralize meeting documents and the minutes in a secure space accessible to co-owners. Also see our financial management service to structure budget appendices and decision tracking.

3) Electronic voting: validity, secrecy and evidence

Remote voting must offer the same safeguards as voting in the room. Depending on the nature of the decision, a secret ballot may be required or advisable to avoid pressure.

• Ballot secrecy: use a solution that separates the voter’s identity from the choice expressed. Avoid mosaic-style show-of-hands votes when secrecy is required.
• Weighting of votes: each fraction of co-ownership votes according to its relative value recorded in the declaration of co-ownership. Make sure the tool applies the weighting correctly in its calculations.
• Electronic proxies: acceptable if permitted by the declaration of co-ownership and the Civil Code of Quebec, with verification of the proxy’s validity and the proxyholder’s identity.
• Retention of evidence: keep audit logs (timestamps, records of ballot issuance and receipt, and aggregated results) to support the minutes. The minutes summarize the voting method, the result and any challenge.

Useful reminders about majorities (for reference):

• Routine decisions: a simple majority of the votes present or represented (see section 1090 of the Civil Code of Quebec).
• Important decisions (for example, a change to the use of common portions): higher majorities may apply (see section 1091 of the Civil Code of Quebec).

See the relevant provisions of the Civil Code of Quebec: legisquebec.gouv.qc.ca — section 1090 and following

Managing voting incidents

• Loss of connection: plan a short pause and resume the vote for affected voters. Record the incident in the minutes.
• Challenge: explain the procedure at the beginning (deadline and recipient). Retain the relevant technical information.

4) Digital tools and technical compliance

Choosing the right platform is essential. It must provide robust access control, traceability and, where necessary, a secret ballot that incorporates vote weighting.

Selection criteria:

• Access and identity: waiting room, unique links, email/SMS authentication and the option of two-step verification.
• Vote management: secret ballots, weighting by fraction and results export. Ideally, use a module separate from the video stream.
• Security: encryption in transit, servers complying with relevant Quebec and Canadian laws, and control over recording permissions.
• Support: real-time assistance and redundancy (a call-in number and a second connection) to limit interruptions.

Protection of personal information (Bill 25):

• When collecting co-owners’ email addresses, electronic signatures or connection logs, apply the principles of minimization, transparency and security. Keep an incident register.
• Review your agreements with service providers (data processors) and limit access to the personnel who require it.

For the legal framework applicable to the protection of personal information in the private sector, see: P-39.1

5) Best practices for the board of directors and condominium manager

Preparing a successful hybrid annual general meeting requires as much attention to clear explanations as to technology. Here is a checklist of essentials.

• Before the meeting:
  • Review the declaration of co-ownership and the by-laws of the immovable: is a hybrid format permitted? Do any specific procedures apply?
  • Clearly announce the hybrid format and provide a step-by-step guide (connection, testing and voting). Offer an optional technical session.
  • Assign roles: chair, secretary responsible for the minutes, scrutineers (including one responsible for electronic voting) and technical co-host.
  • Test everything: connection, identity verification, proxies and voting scenarios. Have a backup plan (telephone line and alternate link).
• During the meeting:
  • Start by reviewing the rules (speaking turns, recordings, voting procedure and challenges).
  • Confirm quorum and adopt the agenda. Present the secret-ballot rules, if applicable.
  • Document incidents (network outage and duplicate connection) and resolutions, including the numerical result.
• After the meeting:
  • Issue a decision summary promptly, followed by the detailed minutes within the required deadlines. Indicate the hybrid format and tools used.
  • Update the register and follow-ups (for example, work mandates and timelines), and securely archive the voting logs.

To structure these steps and lighten the board of directors’ workload, explore our administrative management services. You can also learn more about our team: Who we are.

Useful templates and forms

• Notice of meeting: include sections for connection instructions and technical assistance.
• Hybrid attendance sheet: separate columns for attendance in the room, remote attendance and proxies, with entry and exit times.
• Minutes template: sections for quorum, a description of the technological tools, the rules announced and the detailed result of each vote.

FAQ about hybrid co-owner meetings

Q1. Can a hybrid format be imposed if the declaration of co-ownership is silent?

A. The board of directors can generally use technological means if this does not prevent co-owners from exercising their rights on an equivalent basis and the requirements of the Civil Code of Quebec are met. However, review the declaration of co-ownership and, where necessary, have a resolution adopted specifying the procedures.

Q2. How should ballot secrecy be managed for remote voting?

A. Use a voting module that separates identity from the choice expressed. Avoid voting by chat. Appoint scrutineers, retain audit logs and describe the method in the minutes.

Q3. Can co-owners without Internet access participate?

A. Offer telephone access or an on-site station. The objective is to avoid creating barriers to participation. Clearly mention the options in the notice of meeting.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary for your specific situation.

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