Distributing Your Ontario AGM Preliminary Notice

• Your dedicated Customer Success Representative (CSR) will contact you approximately 2–3 days before your legal deadline for the Preliminary Notice.
• Provide your CSR with a copy of your Preliminary Notice of Meeting package in PDF format. This package must include the completed CAO Preliminary Notice of Meeting Form.
• Provide your CSR with your ownership data in Excel format. This data must contain the following columns:
  • Unit Number
  • Owner Name(s)
  • Owner Email Address(es)
  • Mailing Address
  • Whether the owner is an onsite or offsite owner

Reviewing and Approving the Notice Draft

1. The CSR will digitize the information within the GetQuorum platform.
2. The CSR will then provide you with a draft of the notice for your review and approval.
3. Review the draft, which is the exact email an owner would receive, and you can click into it as if you were an owner.
4. Once you have reviewed the email, provide your approval by responding to the draft notice.
5. After your approval, the CSR will schedule the distribution to go out on or before the legal deadline.

Purpose and Timeline of the Preliminary Notice

• The Preliminary Notice of Meeting is the first of two required notices sent to owners for an AGM.
• It is intended to give owners advance warning of the meeting and provide the necessary timeframe to submit their candidacy for director positions, propose agenda items, or suggest an auditor.
• By law, the Preliminary Notice must be distributed at least 20 days before the final Notice of Meeting is sent.

The Subsequent Notice of Meeting

• Following the Preliminary Notice, a Notice of Meeting must be sent to all owners and mortgagees at least 15 days prior to the actual date of the AGM.
• This second package contains the final details for the meeting, including the date, time, location (or virtual instructions), final agenda, financial statements, and candidate information.