How Boards Work
Running Owners’ Meetings
Condo boards run corporations on behalf of owners and play a critical role in nurturing strong and vibrant condo communities. One of the best ways to achieve this is by governing in a transparent way and running smooth owners’ meetings.
Annual General Meetings, owner requisitioned meetings and other kinds of owners’ meetings are a critically important opportunity for the condo community to come together and level-set on important matters affecting the corporation.
An owners’ meeting may be held entirely by phone, virtually, in person, or any combination of these formats, depending on the condo corporation’s by-laws and provided all individuals are reasonably able to participate.
What about town halls?
Town halls and information sessions are not referenced in the Condo Act and should not be used to conduct official business. Owners’ meetings have specific requirements about notices, timelines, voting and quorum, which is why boards should use them.
Better communication with owners
Transparent communication with owners should be a priority for any board. Here are some ways to encourage better communications:
- Put together a formal way for owners to provide feedback
- Establish committees with clear terms of reference and goals and allow owners to join them
- Share all relevant documents prior to owners meetings
- Establish a time bound newsletter with board member contributions, flanked by ad-hoc email communications on timely issues