The annual general meeting, step by step

Timing

• The AGM must be held within two months after the end of the fiscal year (s.40), unless owners waive it under the conditions the Act allows.
• Owners must receive at least two weeks' written notice of the meeting (s.45). Notice sent by mail is deemed received four days after mailing, so mailed notices go out at least 18 days ahead.
• The notice must include the agenda, the text of any resolution requiring a three-quarter, 80% or unanimous vote, the proposed budget and the financial statement.

Before the meeting

1. 1.Confirm the fiscal year-end and count backwards: meeting date, notice date, mailing date.
2. 2.Prepare the financial statement and proposed budget, including the contingency reserve fund contribution.
3. 3.Draft any bylaw amendments in full text and confirm the vote threshold each needs.
4. 4.Attach the most recent depreciation report or its funding recommendation where the budget depends on it.
5. 5.Prepare proxy forms and the registration list of eligible voters, noting owners not in good standing where the bylaws restrict voting.
6. 6.Decide the format: in person, electronic, or hybrid, and test the electronic voting method.

At the meeting

• Register attendees and proxies; confirm quorum (one-third of eligible votes under the Standard Bylaws; if not met within the time the bylaws allow, the meeting is adjourned or proceeds as the bylaws provide).
• Elect a chair if the president is absent; approve the agenda.
• Present the financial statement and the budget; take the majority vote on the budget.
• Take each three-quarter-vote resolution with the exact text from the notice; record the count.
• Elect council; confirm the number of members within the bylaws' range.

After the meeting

• Distribute minutes to owners promptly and keep them in the records.
• File approved bylaw amendments at the Land Title Office; they are not enforceable until filed.
• Calculate the new strata fees from the approved budget and notify owners.
• Update the council roster, signing authorities and the manager's records.

AryaPM's general-meeting desk holds the notice with the required lead time, the package, proxies and the minutes, and sends the notice through the communications center with delivery tracking.