How does the AGA convocation process work ?

We have seen that the annual general assembly (AGA) is one of the key points in the proper functioning of co-ownerships and that it brings together the co-owners, the syndicate of co-owners, the managers and other stakeholders in the coproperty in order to discuss certain important subjects related to the management of the building and to make the associated decisions (see our article right here: What is the purpose of a GA?).

The first step in organizing a co-ownership AGA is the convocation. Without it, no participants at the AGA!

So, how does the legal process of being called to a AGA takes place?

The process must respect the following 3 steps:

1. The syndicate of co-ownership (or the board of directors) must deliver by hand or send by mail to all the co-owners a notice of meeting. The convocation must be sent at least 10 days before the date of the general assembly.
2. The convocation must include the agenda, date, time and place of the general meeting. The agenda must include the points that will be discussed during the meeting, such as the accounts of the co-ownership, the work to be done, legal issues and others, so that the co-owners can prepare adequately.
3. The co-owners can also add items to the agenda of the general meeting by sending a written request to the syndicate before the convening deadline.

Since the arrival of GA dematerialization tools like agconnect, the convocation process has remained the same, except for the steps that can be done electronically :

• First, the co-owners can receive their convocation electronically if they wish (with prior consent). agconnect takes care of sending the unique and secure electronic ''invitation to an event'' to each participant 5 days before the event.
• They can, upon receipt of this invitation, consult the various documents that will be revised during the meeting, but also indicate their mode of attendance (in-person or remotely) in the case of a hybrid GA, or even indicate in advance their voting intentions, and file a proxy if this is the case.
• A list of tutorials is available to indicate the course of the GA held with the agconnect platform (including participation in online debates), the idea being above all to allow co-owners to obtain clear instructions on how to participate in the general meeting online, as well as on the tools needed to participate.
• The co-owners have access to all relevant documents before the dematerialized general meeting (including financial documents).
   

A few minutes before the start of the AGA, the participant must click on the link of the event present in the invitation, and provide an authentication via electronic signature in order to be then included into the calculation of the Quorum.

In conclusion, the convocation process of a co-ownership general assembly is framed by law, but new technologies and new tools, in particular agconnect, have made it possible for certain stages to be carried out electronically (the process remaining legally secure), thus facilitating the participation of co-owners, while reducing the costs associated with a more traditional process.

To learn more about our agconnect tool and how it can help you plan and manage your general meetings in the best way possible, go to ag-connect.ca!

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Sources :

https://fr.condolegal.com/syndicat/fiches-pratiques/1126-assemblee-des-coproprietaires

https://www.legisquebec.gouv.qc.ca/fr/document/rc/C-15,%20r.%201.1%20/