As was established previously, the Board is elected by unit owners, at the Annual General Meeting, to carry-on Corporation business. There are however, instances other than the Annual General Meeting, where the Board may wish to take the opportunity to meet with the owners. There are occasions  where the Board may wish to have direct communication with owners to:
    •    Get owners thoughts on an issue that may affect some or all of them;
    •    Dispel incorrect information that may be circulating:
    •    Clarify issues regarding Board decisions on major projects; and
    •    Further explain information that has been disseminated to unit owners, such as a dramatic increase in the condominium contributions and/or a special assessment; and the Town Hall Meeting provides that opportunity.

These Town Hall Meetings can be very helpful in establishing a sense of understanding and community.

The Extra Ordinary General Meeting as the name implies is a special meeting that is called by the Board President at the request of the Board, or at the request of the unit owners.

By-laws can grant unit owners who represent a designated percentage (please refer to the individual Corporation’s by-laws) of the unit factors, the ability to call for an Extra-Ordinary General Meeting. These meetings require the same preparation as the Annual General Meeting. Proper notice as per the Corporation’s by-laws must be given and the same voting and recording requirements apply.

The significant difference between the two meetings is that the Extra Ordinary General Meeting is restricted only to the business that has been requested be brought to the meeting. Any business brought forth at an Extra-Ordinary General Meeting must be within the power of the owners to conduct. The request should be concise and specific in nature.

For example, owners may express resentment at the Board for increasing contributions or for undertaking certain repairs and maintenance and may petition the Board for an Extra-Ordinary General Meeting to direct the Board to change its actions. If however, the actions of the Board are conducted within the exclusive powers given to them by the Condominium Property Act of Alberta and the by-laws of the Corporation, the owners may not convene such a meeting. A Board, who experiences difficulty with this issue, may wish to seek legal advice.

Owners seeking to compel an Extra-Ordinary General Meeting should be specific in their request, so that the Board and all owners have a clear understanding of their desired purpose for the meeting. Once the petition has been appropriately submitted to the Board, the Board should verify that the petition is valid and decide whether or not to call for an Extra-Ordinary General Meeting and advise all owners of their decision accordingly.

Should the Board agree to the request for an Extra-Ordinary General Meeting, proper Notice of Meeting must be given along with an agenda that should include the following:
    1.    Call to Order
    2.    Establish Quorum
    3.    Proof of Notice of Meeting
    4.    The Express Topic for Which the Meeting was Called
    5.    Adjournment

Properly convened and executed meetings are an excellent medium in which to conduct condominium business. It is important for condominium owners to familiarize themselves with the protocol and rules surrounding the different types of condominium meetings. Also essential is that owners acquaint themselves with their Corporation’s by-laws, so that they can contribute successfully either as members of the Board or as interested parties at the Annual General Meeting, Town Hall Meeting or Extra-Ordinary General Meeting.