![]() ![]() In corporations where owners tend to be somewhat apathetic toward attending the AGM, to increase interest, the manager might suggest the Board invite a city official to discuss municipal issues, a representative from the local police or fire department for a safety presentation, or local entertainers or perhaps the corporation could conduct a draw for movie tickets or dinner for two at a local restaurant. If the corporation is voting on a by-law change or planning a substantial restoration project, it would be prudent to invite the corporation’s solicitor to present the new by-law and answer questions or likewise the corporation’s engineer if major restoration is planned. They are the best person to answer questions with respect to the financial statement as they prepared it. It is money well spent to have the auditor attend your AGM to present his/her audit. You will want to ensure the auditor is available to present the annual audited financial statement. Guests to be invited are another important consideration. Consideration is given to the demographics of your owners, such as, is the venue wheel chair accessible, is there an area for children to play, adequate parking or kitchen facilities? Once you have an agreed upon a date, a suitable location must be booked unless you are fortunate enough to have a suitable room on-site. For example, by-law revisions must first be drafted by the corporation’s solicitor and approved by the Board prior to distribution for a vote at an owner’s meeting. As well, if other items are to be included on the agenda that require a vote of the owners, it is necessary to allow enough time for the preparation of a complete information package for distribution to each owner. Time will have to be allowed for the preparation of the audited financial statement and approval of the statement by the Board of Directors as a copy of the approved statement must be distributed in the notice of the meeting. In selecting a date for the AGM consideration is always given to provisions in the Act with regard to holding the meeting within six months of the fiscal year end however from a more practical standpoint, if the Corporation is comprised of several unit owners who travel south for the winter months or north in the summer, it is important to keep that in mind as well to maximize attendance. One such decision making meeting is the Annual General Meeting and although reference will be made primarily to effective and/or successful Annual General Meetings (AGM’s), many of the principals involved will also apply to arranging and preparing for board meetings or special owner’s meetings as well. Whether it’s a Board meeting, owner’s meeting, turnover meeting, or annual general meeting, a clear understanding, by all participants, of the business to be conducted is necessary as well as a great deal of organization in order to ensure the effectiveness of any meeting. While decision making meetings might be conducted in a relaxed manner, proper procedures must be followed and recorded to ensure provisions within the legislation are being met and a proper record of the corporation maintained. Meetings may be called to make decisions or simply to provide information. ![]() ![]() ![]() Does that sound like the Board and/or owner meetings you have experienced in your corporation? If it is, congratulations! If not, read on for tips on calling and/or running a successful meeting that are generally followed by our managers. By Karen Reynolds, ACCI, FCCI, R.C.M., A.I.H.M.įrom the WB Condo Connection – Volume 1, Issue 3Īs a member of the board of directors, what is your idea of a successful and effective meeting? As property managers, we consider a meeting has been effective and successful if all items on the agenda have been addressed within a reasonable amount of time and decisions have been made, direction has been received and attendees treat each other, including the property manager, courteously and with respect. ![]()
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