Condominiums in Ontario can hold various types of meetings to address different aspects of governance and decision-making within the community. Compliance with regulatory requirements not only fosters trust among community members, but also mitigates legal risks.
Preliminary Notice of Meeting
The Preliminary Notice of Meeting of Owners form serves as an official notification to condominium owners about upcoming meetings. It outlines essential details such as the date, time, and location of the meeting, as well as the agenda items and proposed resolutions to be discussed.
This form must be distributed to owners by the condominium corporation at least 20 days before the official notice of the meeting.
Submission to Include Material in the Notice
Owners must use the Submission to Include Material in the Notice of Meeting of Owners form if they want their condominium to include specific material or information in an upcoming notice of meeting.
This may include proposed resolutions, agenda items, or any other relevant documents or information to the meeting.
Notice of Meeting of Owners
The Notice of Meeting of Owners form serves as an official notification to condominium owners about an upcoming Owners’ Meeting. It outlines essential details such as the date, time, and location of the meeting, as well as the agenda items and proposed resolutions to be discussed.
This form must be distributed to owners by the condominium corporation at least 15 days before the date of the meeting should take place. No vote can take place on any item, other than routine procedure, that was not disclosed in the Notice of Meeting.
Notice of Meeting of Owners Called by Owners
Instead of Directors
The Notice of Meeting of Owners Called by Owners Instead of Directors form must be used in order to call a meeting to fill a vacancy on the board in the case that the board does not hold a meeting, or, if there are no directors left in the board to call the meeting. It outlines essential details such as the date, time, location of the meeting, and agenda.
The Notice of Meeting must be sent to owners in writing at least 15 days prior to the day of the meeting.
Proxy Form
Condominium owners may use Proxy Forms to delegate their voting rights to another owner or designated holder (i.e. the proxy) if they are unable to attend a condominium corporation meeting. The proxy holder can then participate in the meeting, vote on agenda items, and represent the absent owner’s interests.
Owners should make sure to speak to their proxy before any meetings.
Electronic Owners' Meeting Guide
CAO’s Electronic Owners’ Meeting Guide helps condominium corporations transition to electronic meetings.
It outlines legal requirements, technical considerations, and best practices for conducting successful virtual meetings.
Owner-Requisition Meeting
Owner-Requisition Meetings are held when condominium owners request the board to call a meeting to discuss or vote on a particular topic.
Any condominium unit owner can request a meeting. The Requisition to Call and Hold a Meeting of Owners form must be used to describe the purpose of the meeting and must be signed by at least 15% of the voting units before being delivered to the board.
Director Disclosure Form
Candidates running for election in the board of directors must include a Director Disclose Form. This form details any conflicts of interests for the owners before election or appointment.
Directors must also meet the qualification requirements found within the Condominium Act.
Candidates who do not submit the required disclosure are not eligible to submit their name as a candidate in the notice package. Individuals who wish to be nominated from the floor at the meeting shall be required to make disclosure in writing or verbally in the meeting.