Meeting notices

Notices of meetings

The notice of the meeting itself must be in writing and given at least 15 days prior to the day of the meeting.  This notice of meeting of owners will include the date, time and place of the meeting.  It must also identify the business to be discussed. For example, if changes are proposed to the declaration, by-laws or rules, this must be mentioned in the notice, as well as a copy of the changes.

The corporation sends the preliminary notice and the notice of meeting to all owners, based on information in the record of owners and mortgagees that is kept by the condominium corporation.

What the notices must include

Using a standardized form, a notice of meeting for owner must include:

• information about the quorum required for the meeting
• a statement about who may count towards the quorum
• a statement of how an owner may be present and vote at the meeting
• any material that owners proposed to include (in response to the request in the preliminary notice), and that the board chose to or was required to include
• all other material set out in a by-law of the corporation.

If the meeting is to elect a director, the notice must include:

• a statement of the number of persons on the board, the number of positions on for election and their terms, and the number of positions (if any) reserved for voting by owners of owner-occupied units;
• the name and address of each individual who provided notice to the board of their intention to be a candidate for election; and
• details of the regulation concerning director disclosures

Depending on the nature of the meeting, the notice must include other information:

• Removing or appointing an auditor: the notice must have the name and address of each person who is presented as a candidate, in accordance with the request in the preliminary notice.
• Voting on a proposed addition, alteration or improvement to the common elements; or a substantial change in the assets of the corporation or a service that it provides: the notice must include information about the proposals, the cost and how the corporation proposes to pay for it.

If there aren’t enough directors remaining in office to constitute a quorum, the remaining directors must:

• send an information certificate update (ICU) asking candidates to identify themselves to the board
• include in the notice of meeting the candidate information.

An owner can also call a meeting to fill vacancies if:

• there are no directors left on the board
• the remaining directors do not constitute a quorum and do not call a meeting within 15 days of the board losing quorum
• no other owner has called a meeting.

This meeting need to be held within 15 days of the notice going out. In this case, candidates for the vacancies are only required to provide any necessary disclosures at the meeting.

Owners and mortgagees have a right to receive notices of meeting in paper form. However, condo boards and owners are permitted to communicate through electronic means, like e-mail, as much as possible.