How to run a condo board meeting

It can be difficult to navigate the complexities of running a condo board meeting. However, with a few tips and tricks you can make sure your meetings are effective and run smoothly. 

The first step to running a successful condo board meeting in Ontario is to understand the legal requirements and regulations that must be followed. The Condominium Act (Ontario) and your By-laws lays out certain rules and regulations that must be followed for all meetings, including the procedures for giving notice, setting an agenda, and managing voting and decision-making. 

It is important to familiarize yourself with these regulations so that you can ensure your meetings are conducted in accordance with the Act.  

The next step is to ensure that all board members are properly informed and prepared for the meeting. You should provide an agenda and any relevant materials well in advance of the meeting so that everyone is up-to-date. You should also set a clear timeline and ensure that everyone sticks to it. This will help ensure that the meeting is efficient and productive.  

Finally, it is important to ensure that all board members feel comfortable speaking up and participating in the discussion. You should create an environment where everyone can contribute their ideas and opinions openly. To ensure this happens, you should encourage open dialogue and make sure that all board members are given an equal opportunity to speak.  By following these tips, you can ensure that your condo board meetings in Ontario are efficient, productive, and fair. By understanding the legal requirements and regulations, preparing in advance, and creating an open and comfortable environment, you can ensure that your meetings are successful and run smoothly.

This article will answer common FAQs about condo board meetings.

Who Can Attend Condo Board Meetings?

Attendance at a condo board meeting is typically limited to the board of directors, property managers or other representatives appointed by the board.

Can Owners Attend Condo Board Meetings?

No, owners not on the executive board are not allowed to be present at condo board meetings.

However, non-board members and community members may be allowed to attend if invited by the board. This could include owners who wish to present information on an issue or speak during public comment periods.

If non-board members are present at a board meeting, they do not have voting privileges and may be asked to leave if a voting event occurs.

How Often Should Condo Board Members Meet?

Condo board members are typically responsible for meeting monthly, although how often will depend on the corporation’s governing by-laws. It’s recommended that condo boards schedule monthly meetings and aim to make them on the same day of each month.

Additionally, if issues requiring direction from the board arise, a meeting outside the regular meeting schedule may be necessary.

Are There Different Types of Condo Board Meetings?

Yes, there are three types of condo board meetings: a standard condo board meeting, the Annual General Meeting (AGM) and owner-requested meetings.  Many condominiums choose to hold Town Hall Meetings as well for information purposes, however, no voting takes place at these meetings.

Standard Condo Board Meeting

This type of meeting is typically held monthly. It includes typical board business, such as making decisions on managing the property, discussing reports from the property manager, reviewing and approving financial statements and board meeting minutes and more.

Can Owners Attend Condo Board Meetings

Annual General Meeting

Condo boards in Ontario must hold an annual general meeting (AGM) every year. AGMs must occur within six months of the end of the corporation’s fiscal year. AGMs differ from standard condo board meetings in that they are open to all owners.

At the AGM, board members will report how the property has been managed over the previous year, proposed plans for the next year and will address any questions from attendees. New board members are voted in at an AGM as well.

Owner-Requested Meeting

Owners may request a meeting with the board if they need to have specific needs addressed. This type of meeting should be open to all owners and must be held within 35 days from when the request was made.

Who Should Chair a Condo Board Meeting?

A board’s acting president will most likely chair the condo board meeting. However, any board member or property manager can serve as the meeting chair if so appointed.

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How Long Do Condo Board Meetings Last?

The length of a condo board meeting will depend on how much is to be discussed and how long discussions take. Generally, meetings should not last longer than 90 minutes and should end when all pre-determined items are discussed.

Run Your Condo Board Meetings with Ease

At ICC Property Management, we understand how important it is for condo boards in the Greater Toronto Area to run their meetings efficiently. That’s why we’re the ideal choice for managing your condo community. 

Our team of experienced professionals will help you ensure your meetings are conducted smoothly, all agenda items are covered, and decisions are made in a timely manner. 

For condo board meeting experiences that are organized and hassle-free, contact ICC Property Management today.

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