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Distributing Your Ontario AGM Notice of Meeting Package

This article outlines the process for clients to prepare and approve the final Notice of Meeting package with GetQuorum, which is distributed to owners and mortgagees at least 15 days before the Annual General Meeting (AGM) date.

Required Documents for the Notice of Meeting Package

The full Notice of Meeting package must be provided to your Customer Success Representative (CSR) and will typically include, but is not limited to, the following documents:

  • Notice of Meeting (Mandatory CAO form)
  • Audited Financial Statements for the preceding fiscal year
  • Minutes from the last AGM (or previous Owners' meeting)
  • Candidate Disclosure Statements (for all director candidates who submitted them by the Preliminary Notice deadline)
  • Proxy Form (allowing owners to delegate their vote)
  • Copy of the text of subsection 29 (1) of the Condominium Act and section 11.6 of the regulations (Director qualifications and disclosure)
  • The meeting Agenda (Recommended, though often required for virtual meetings)
  • Any other material that 15% or more of the owners have requested be included in the notice package by the submission deadline.

Finalizing and Approving the Distribution

  1. Your CSR will contact you to begin compiling the final Notice of Meeting package.
  2. Provide all required documents listed above (e.g., Financials, Minutes, Candidate forms, Proxy) to your CSR, preferably in PDF format.
  3. The CSR will digitize the package information within our platform, preparing it for electronic distribution.
  4. The CSR will provide you with a final draft of the complete digital notice for your review and approval. This draft will accurately represent the final electronic communication owners will receive.
  5. Review the complete package carefully, ensuring all attachments and meeting details (date, time, virtual/in-person access) are accurate.
  6. Provide your final approval in response to the draft notice.
  7. The CSR will then schedule the distribution to be sent to all owners and mortgagees at least 15 days prior to the date of the Annual General Meeting.