How to Prepare for Your Condo’s Annual General Meeting (AGM) in Ontario
(From a Condominium Management Expert)
Practical Guidance for Smarter Governance in Sarnia, Ontario
At Sapphire Condo Management, our team brings over 25 years of combined experience managing condominium corporations across London, Sarnia, and Southwestern Ontario.
We’ve helped hundreds of condo boards plan and run their Annual General Meetings, and we’ve watched what happens when owners arrive unprepared, and when they don’t show up at all. Everything below reflects real-world expertise built over decades of AGM seasons, not just theory.
What Exactly is a Condo AGM?
A condo Annual General Meeting (AGM) is the one time each year when the entire ownership community comes together to review the corporation’s finances, hear from the board, and vote on key decisions. In Ontario, holding an AGM is not optional. Under the Ontario Condominium Act, every registered condo corporation is legally required to hold an AGM within six months after the end of its fiscal year.
Think of the AGM as your condo corporation’s annual accountability meeting. It’s where the board reports to the people who actually own the building, the unit owners. If you care about how your condo fees are being spent, whether the reserve fund is healthy, or who is making decisions on your behalf, the AGM is the single most important meeting of the year.
Spring is the most common AGM season in Ontario, since many condo corporations run on a December 31 fiscal year-end. That means if you live in a condo, your annual general meeting is likely coming up sooner than you think.
What Must Be on the AGM Agenda?
Ontario’s Condominium Act sets minimum requirements for what has to happen at every AGM. While the exact agenda can vary by corporation, owners should expect the following items at every annual general meeting in Ontario:
Review of the previous AGM minutes. The meeting typically opens by confirming the accuracy of the minutes from the prior year’s meeting.
Financial statements and the auditor’s report. Most Ontario condo corporations are required by law to present audited financial statements. An independent auditor reviews the corporation’s income, expenses, assets, and liabilities, and gives an opinion on whether the financials are accurate. This is your best window into the corporation’s financial health.
Board of directors report. The board shares updates on major projects, maintenance activities, and anything significant that happened during the year. This is the time to get answers about decisions that affected your building.
Election of directors. When board positions come up, owners vote to elect the directors who will govern the corporation for the coming term. This is one of the most meaningful ways unit owners can shape how their condo is run.
Appointment of the auditor. Owners formally vote to appoint an auditor for the upcoming fiscal year.
Owner questions. Most AGMs include time for questions from the floor. This is your opportunity to raise concerns, ask about upcoming projects, or request clarification on financial decisions.
What You’ll Receive in Your AGM Notice Package
Ontario law requires condo corporations to send a notice of meeting to all unit owners at least 15 days before the AGM. A preliminary notice must go out at least 20 days before that. Your AGM notice package typically includes:
• The date, time, and location (or virtual access instructions) for the meeting
• The meeting agenda
• Minutes from the previous year’s AGM
• The audited financial statements and the auditor’s report
• Certificate of insurance
• Information about director candidates (if an election is scheduled)
• A proxy form
Read everything in this package before the meeting. The financial statements in particular contain information about your reserve fund status, operating budget variances, and any upcoming special assessments. Reviewing these documents in advance means you can ask informed questions rather than scanning numbers in real time.
Understanding Proxy Voting at Your Condo AGM
Life gets busy. If you can’t attend the AGM in person or virtually, you can still have your vote count by using a proxy. A proxy form allows you to assign your voting rights to another person, typically another unit owner or a board member. That person will then vote on your behalf during the meeting.
Your AGM notice package will include a proxy form along with instructions on how to complete and submit it before the deadline. Proxy forms must be submitted before the start of the meeting, and the corporation is required to keep them on file for at least 90 days after the AGM in case any votes are disputed.
Submitting a proxy is especially important when a board election is happening. Close elections have been decided by a handful of proxies. Don’t underestimate how much your vote matters, even if you can’t be in the room.
Quorum: What Happens If Not Enough Owners Show Up?
Quorum is the minimum number of unit owners who must be present (in person, virtually, or by proxy) for an AGM to proceed. In Ontario, the quorum for an AGM is 25 percent of unit owners. If a quorum isn’t reached, the meeting cannot proceed.
Here’s what many owners don’t realize: if quorum fails twice, the threshold drops to 15 percent for any subsequent attempts. So while it may feel like your presence doesn’t matter, low owner attendance can force a condo corporation to reschedule its AGM — delaying elections, financial approvals, and important decisions for weeks.
If your board has struggled to reach quorum in past years, submitting a proxy even if you can’t attend is one of the most helpful things you can do as an owner.
Virtual and Hybrid Condo AGMs in Ontario
Changes to Ontario’s Condominium Act now allow condo corporations to hold virtual or hybrid AGMs. This has been widely adopted and makes it significantly easier for owners to participate, especially in larger buildings or for those with mobility or schedule barriers.
If your AGM is being held virtually, your notice package will include instructions for joining the meeting online. Votes can also be conducted electronically. If you’re not sure whether your AGM will be in-person, hybrid, or fully virtual, contact your property manager or board well in advance — don’t wait until the day of.
How to Prepare as a Condo Owner Before Your AGM
Getting the most out of your AGM doesn’t require a law degree or an accounting background. A little preparation goes a long way:
Read the financial statements. Even a quick review of the operating fund and reserve fund balances will help you follow the discussion and ask better questions.
Submit questions in advance. If you have complex financial or legal questions, sending them to the board or manager ahead of time means they can come prepared with documentation rather than guessing from memory.
Review the candidate statements. If a director election is on the agenda, read about the candidates before you vote. Consider who has the time, skills, and commitment your building needs.
Check the reserve fund status. A healthy reserve fund is one of the best indicators of a well-run condo corporation. If your reserve fund is significantly underfunded, that’s worth asking about directly at the AGM.
Submit your proxy if you can’t attend. Don’t let your vote go uncast. Fill in your proxy form and return it before the deadline.
Frequently Asked Questions About Condo AGMs in Ontario
Q: Does every Ontario condo corporation have to hold an AGM?
A: Yes. Under Ontario’s Condominium Act, every registered condo corporation must hold an AGM within six months after the end of its fiscal year. Failing to do so is a legal violation.
Q: What is the quorum for a condo AGM in Ontario?
A: Quorum is 25 percent of unit owners. If a quorum is not reached on the first two attempts, the threshold drops to 15 percent for the third and any subsequent attempts to hold the meeting.
Q: Can I vote at a condo AGM if I can’t attend?
A: Yes. You can assign your voting rights to another person using a proxy form, which is included in your AGM notice package. Submit it before the meeting deadline.
Q: What happens at a condo AGM board election?
A: When director positions are up for election, eligible owner-candidates are nominated, and owners vote. The candidate or candidates who receive the most votes take the board seat(s). Each unit owner gets one vote per unit.
Q: What should I look for in the financial statements at the AGM?
A: Pay attention to the reserve fund balance compared to what the reserve fund study recommends, any significant variances in the operating budget, and whether there is any mention of a special assessment. These are early signals of the corporation’s financial health.
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Your condo’s AGM is more than a formality — it’s the moment when owners hold the board accountable and shape the future of their community. Showing up prepared, asking good questions, and casting your vote (or submitting your proxy) all make a real difference.
At Sapphire Condo Management, we help condo boards across London, Sarnia, and Southwestern Ontario plan and run effective AGMs — from drafting compliant notice packages to facilitating smooth virtual or in-person meetings. Whether you’re a board member trying to get everything right or an owner who isn’t sure what to expect, we’re here to help.