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Condominium living in Ontario offers many benefits, but it also requires active participation among unit owners to ensure the smooth operation of the community. One essential aspect of condominium governance is the ability for owners to call a meeting when necessary to address important issues and discuss matters affecting the condominium corporation. In this blog post, we'll provide a comprehensive guide to calling a condominium owners' meeting in Ontario.
1. Review the Governing Documents:
Before proceeding with calling an owners' meeting, it's crucial to review the condominium corporation's governing documents. These documents, including the declaration, bylaws, and rules and regulations, outline the procedures and requirements for calling meetings, as well as the rights and responsibilities of unit owners. Owners should have received a copy of the governing documents at the time of purchase. If owners don’t have a copy on hand, we recommend putting in a Request for Records with the appropriate form from the Condominium Authority of Ontario, the CAO.
2. Identify the Purpose and Agenda:
Determine the purpose of the owners' meeting and draft an agenda outlining the topics to be discussed. Common reasons for calling a meeting may include budget approvals, rule changes, election of board members, or addressing specific concerns raised by unit owners. A clear agenda helps ensure that the meeting remains focused and productive.
3. Collect Support Signatures:
Depending on the requirements outlined in the governing documents, you may need to gather signatures from a certain percentage of unit owners to support calling the meeting. Per the CAO website (click here for more information), "You must get signatures from owners representing at least 15 percent of the voting units in the corporation, even if they do not live in the building." This threshold is typically specified in the bylaws and ensures that owners have sufficient interest to convene a meeting. If it’s not specified in the governing documents, the default minimum number of signatures is governed by the CAO.
4. Notify the Board:
Notify the condominium board in writing of your intention to call an owners' meeting. Include details such as the proposed date, time, and location of the meeting, as well as the purpose and agenda items. This notification allows the board to coordinate logistics and provide any necessary support for the meeting.
5. Meeting Notice:
The board of directors and your management team are responsible for preparing a formal meeting notice to be distributed to all unit owners. The notice should include essential information such as the date, time, and location of the meeting, the agenda items, and any other relevant details. Ensure that the notice complies with any timing requirements specified in the governing documents.
6. Distribution of Meeting Notice:
Your board of directors and property manager are required to distribute the meeting notice to all unit owners per the timing requirements outlined in the governing documents. This may involve sending notices via mail, or email, or posting them in common areas of the condominium property. Providing ample notice ensures that owners have sufficient time to prepare and attend the meeting. The Board must abide by the minimum time requirements provided at the time by the CAO.
7. Hold the Meeting:
On the scheduled date, time, and location, hold the owners' meeting as planned. Ensure that all agenda items are addressed and that all unit owners have the opportunity to participate and voice their opinions. Follow proper meeting procedures, including recording minutes of the meeting for documentation purposes.
8. Follow Up:
After the meeting, follow up with any action items or decisions made during the meeting. Communicate the outcomes to all unit owners and provide updates as necessary. Additionally, ensure that meeting minutes are circulated to all owners for review and approval in the next Owners meeting in accordance with the governing documents.
By following these steps and adhering to the requirements outlined in the governing documents, unit owners in Ontario can effectively call and conduct condominium owners' meetings to address important matters and contribute to the well-being of their condominium community. Active participation and collaboration among owners are essential for maintaining a thriving and harmonious condominium environment.
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