CONDOCENTRIC: PRACTICE TIPS - Owners' Meetings

Annual general meetings are one of the few times each year (often the only time) that the board of directors and unit owners sit down together to discuss the affairs of the condominium corporation. Some condominium corporations do hold information meetings, others may hold special meetings, but these are exceptions, rather than the rule. Therefore anything that can reasonably be done to ensure a productive, smooth, well-run and fair meeting is worth considering. Consider the following practices, which may assist in making the meeting more organized, efficient and professional:

1. Send a "Pre-notice of Meeting" inviting individuals, interested in becoming a directors, to submit their names (and a brief introductory note) by a given date in order to be included in the mailing of the Notice of Meeting;
2. Leave additional spaces on the proxies to allow the unit owner to fill in an alternate name for the proxy holder, or different names of individuals for election to the board of directors;
3. Prepare the meeting registration/ attendance sheet in advance and indicate on the sheet which owners are in arrears more than 30 days (and who therefore cannot vote or be counted towards quorum), and which owners (and how many) are permitted to vote for the owner-occupied director position. This list should be updated immediately prior to the meeting;
4. Choose a meeting room that can comfortably accommodate the meeting (size, location, air conditioning, minimal obstructions (pillars), sound system, etc…);
5. If a large number of proxies are expected, consider requiring that persons holding multiple proxies pre-register prior to the meeting;
6. If a confrontational meeting is expected, consider using an independent chair and minute taker;
7. Using colour-coded ballots will assist in minimizing confusion among owners;
8. Have a ballot box available. The perception of professionalism and integrity may be compromised when one is left to scramble to find something (usually an old envelope) in which to collect ballots;
9. Ensure that an extra "blank" ballot is given to owners at registration, to be available for any run-off vote that may be required; and
10. Have a clear and well-sized notice board (i.e. a dry marker board) available on which you can write the names of candidates or other information.

From “Common Elements” Spring 2003

All of the information contained in this article is of a general nature for informational purposes only, and is not intended to represent the definitive opinion of the firm of Elia Associates on any particular matter. Although every effort is made to ensure that the information contained in this newsletter is accurate and up-to-date, the reader should not act upon it without obtaining appropriate professional advice and assistance.

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