Condo board meetings: Agenda, rules, tips, and more

What is a board meeting?

A board meeting is a gathering of a condominium’s elected directors to make decisions about the community. These meetings are required under the Condo Act of Ontario and form the backbone of how a condo corporation operates. Directors use them to review finances, approve contracts, plan maintenance, and handle other issues that affect owners and residents. For these decisions to be valid, a quorum must be met and the requirements in the Act and the corporation’s governing documents must be followed.

This article is provided for general informational purposes only and does not constitute legal, financial, or real estate advice. Laws change frequently and vary by province. Readers should consult with a qualified professional for advice specific to their individual circumstances.
 

Types of condo board meetings

If you've recently become a member of your condo board of directors, it's important to know the different types of board meetings that can take place in a year:

• Annual General Meetings

  The Annual General Meeting (AGM) is a key requirement under the Condo Act of Ontario and must be held within six months of the end of each fiscal year. It is open to all owners and serves as the forum where directors are elected, financial statements are reviewed, and major updates about projects, repairs, or community initiatives are shared.
  
  Owners receive two rounds of notice before the AGM. The preliminary notice goes out at least 20 days before the official notice and includes the purpose of the meeting and the anticipated date. The official notice must be sent at least 15 days before the AGM and provides full details, including the date, time, location, and agenda items.
  
  A quorum is required for the AGM to proceed. In most cases, this means owners representing at least 25% of the condo’s units must attend either in person or by proxy. Meeting a quorum is what allows the corporation to conduct business, such as approving the auditor’s report or electing new directors, and it underscores why owner participation is so important.
   

• Regular board meetings

  Condo corporations in Ontario rely on regular board meetings to handle community business and make decisions. These meetings give directors the chance to review finances, approve contracts, and plan upcoming projects. Most boards meet monthly, though they may meet more often if the workload calls for it. Because condo business must be conducted in a formal meeting, keeping a regular schedule is key.
  
  Unless the condo bylaws say otherwise, directors need written notice at least 10 days before each board meeting. The notice should include the time, place, and topics so directors can come prepared. Like AGMs, board meetings also require quorum.
   

• Owner-requisitioned meetings

  Through the Condo Act of Ontario, the owners of a condo corporation can request that the board call a meeting to discuss or vote on a particular topic. Called an owner-requisitioned meeting, these are open to all owners within the corporation. Typically, these meetings are called to discuss the removal and replacement of a director before the expiry of their term, to vote on a proposed rule, or to examine an emerging issue within the corporation.

Six tips to run an effective condo board meeting

1. Start with a clear agenda

   The meeting agenda is prepared ahead of time by the condo board president and property manager. As the topics to be discussed are included in the meeting notice, no board member should be caught off guard or not prepared to discuss the matters set for the meeting.
   
   To keep meetings running on time, it's important to stick to the agenda and not let discussions go off the rails. The board president should be prepared to intervene when discussions get off topic or perhaps a bit heated between other board members.
    

2. Stick to the allotted time

   At FirstService Residential, we recommend keeping meetings to just 60 minutes. It's important to remember these meetings are most often taking place in the evening when some board members have already worked a full day.
    

3. Choose the right meeting location

   It's important to remember that condo board meetings are business meetings. While there is certainly a social aspect of joining your condo board, it's important to keep the socialization and board business separate. Board meetings should be held in a location that would be considered appropriate for any other kind of business meeting, not a busy public setting where noise and activities can distract from the task at hand.
    

4. Record accurate meeting minutes

   The board secretary records minutes for every board meeting and keeps them as part of the corporation’s official records. Minutes don’t need to capture every word — they should summarize key discussions, outcomes of votes, and basic details like the date, time, and attendees. Once approved, minutes become part of the condo’s records and are available to owners, mortgagees, and purchasers. Confidential items may be withheld or redacted only where permitted by the Act. Most corporations distribute minutes through a community portal or e-blast, though the exact method may depend on your property management company.
    

5. Encourage constructive discussion

   Board meetings work best when every director feels comfortable sharing their perspective. The chair can set the tone by inviting input and keeping conversations respectful. While disagreements are natural, the goal is always to reach a decision that benefits the condo as a whole. Directors should focus on facts and board responsibilities, not personalities. Healthy discussion makes decisions stronger and helps directors feel confident about the outcomes they approve.
    

6. Use technology to make meetings accessible

   Virtual meetings gained popularity during the pandemic because it was the only option. Because of this, temporary legislative framework was put in place to allow for virtual meetings. Since then, their popularity continues due to the sheer convenience. To continue to accommodate virtual meetings, the temporary measures have been put in place permanently as of October 1, 2023.
   
   The amendments to the Condo Act of Ontario allow boards to hold virtual or hybrid meetings, conduct voting virtually or in hybrid form, and send notices by email as long as the owner’s email is on record. Specifying a proxy submission deadline in the meeting notice is essential.

Keep best practices in mind to run effective condo board meetings 

A condo board meeting shouldn't be something board members dread. If you keep best practices in mind, have a clear agenda, and stick to your objectives for each meeting, running effective board meetings should become second nature.  

At FirstService Residential, we guide boards through every step of the meeting process, from drafting agendas and preparing notices to facilitating virtual participation and recording accurate minutes. With the right support, your board can focus less on logistics and more on making decisions that add value to your community. If your condo corporation is looking for a partner to help your board meetings run smoothly and productively, contact a member of our team today.