Managing Contentious Annual Meetings

Originally published May 3, 2025; updated August 2026 to reflect Alberta’s condominium legislation and processes currently in effect, including the Condominium Property Act, Condominium Property Regulation, and the new Condominium Dispute Resolution Tribunal (CDRT) framework.

The CDRT began operating on April 1, 2026, and provides a process for resolving certain condominium disputes, including disputes involving general and special general meetings, access to condominium documents, and monetary sanctions.

Because legislation and regulations can change, condominium corporations should confirm the current requirements of the Act, Regulation, and their registered bylaws before each meeting and obtain legal advice when appropriate.

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1. Be Prepared

The guiding principle of the Boy Scouts — “Be Prepared” — is particularly important when dealing with contentious condominium matters.

Before the meeting, make sure you:

• Clearly understand the issues that may arise.

• Review the Condominium Property Act, Condominium Property Regulation, condominium plan, registered bylaws, and any applicable rules or policies.

• Confirm who will chair the meeting and who will record the minutes.

• Confirm the applicable voting requirements, including:
  • owner votes;
  • unit-factor voting where required;
  • quorum requirements;
  • voting restrictions;
  • proxy requirements;
  • electronic participation, where permitted; and
  • whether a proposed motion requires an ordinary or special resolution.

• Ensure that the notice, agenda, proxy forms, voting instructions, financial statements, budget materials, insurance information, reports, and other required documents have been prepared and distributed within the applicable timelines.
• Determine whether committee or project reports will be presented.
• Consider whether specialists or guest speakers should attend.
• Determine in advance who will speak on behalf of the board or corporation.
• Ensure that directors are prepared and, where appropriate, have a consistent understanding of the board’s position.
• Consider the composition of the audience and whether there are individuals directly involved in the matter being discussed.
• Consider whether an impartial or independent chair would be appropriate.

Preparation is one of the best ways to prevent a difficult issue from becoming a difficult meeting.

2. Establish and Follow Meeting Protocol

Like any organized activity, a meeting needs clear rules and procedures.

Meeting procedures generally follow Robert’s Rules of Order, unless the corporation’s bylaws or applicable legislation establish different requirements. It is worthwhile for anyone chairing a contentious meeting to be familiar with the basic principles of parliamentary procedure.

The chair should make every effort to maintain an appearance of impartiality so that members on all sides of an issue can feel confident that they will receive fair treatment.

The chair should understand the procedures relating to:

• motions and amendments;
• ordinary and special resolutions;
• points of order;
• debate and discussion;
• voting;
• requests for clarification; and
• adjournment.

A point of order should be addressed promptly when a participant raises a concern that meeting procedures are not being followed.

When a meeting involves statutory rights, access to records, sanctions, or general meeting procedures, the chair should be particularly careful to follow the requirements of the Condominium Property Act, Condominium Property Regulation, and the corporation’s registered bylaws.

This is particularly important given that certain disputes concerning general and special general meetings may now fall within the jurisdiction of the CDRT.

The Chair

The registered bylaws should always be reviewed to determine who is responsible for chairing the meeting. In many corporations, the president of the board serves as chair, but the bylaws may provide otherwise.

The bylaws may also specify who is responsible for recording the minutes.

If the corporation wishes to depart from the procedures established by its bylaws, legal advice should be obtained before proceeding, and the decision should be clearly documented in the minutes.

The chair’s role is to maintain order and ensure that the meeting is conducted fairly and in accordance with the applicable rules.

At the beginning of the meeting, the chair should confirm, as appropriate:

• that proper notice was provided;
• that quorum has been established;
• who is entitled to vote;
• the validity of proxies;
• the voting procedure;
• the rules of conduct; and
• any other procedural requirements that may affect the meeting.

Participants should be asked not to interrupt speakers. Anyone wishing to speak should be recognized by the chair and, where appropriate, identify themselves and their unit.

Questions and comments should be directed through the chair.

Personal attacks, accusations, intimidation, and disrespectful conduct should not be permitted.

The chair may establish reasonable time limits for speakers, manage follow-up questions, and ensure that discussion remains relevant to the matter before the meeting.

Questions or matters outside the agenda should only be addressed as new business where permitted by the applicable legislation, bylaws, and meeting notice.