Definition : Meeting of co-owners - Agenda

Document setting out the questions to be voted upon and the items of information and consultation to be discussed at the general meeting of co-owners. This document must be attached to the notice of meeting.The general meeting may not deliberate on other questions than those on the agenda, unless all the co-owners are present and consent thereto.

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Question: Article 1088 of the Civil Code of Quebec provides that any co-owner may request the board of directors to include any other matter on the agenda within 5 days of receipt of the notice of meeting of the co-owners. Are these 5 days working days or just 5 consecutive days? If I receive the convocation on Friday, is the 5th day Tuesday or Thursday (because Saturday and Sunday do not count).  
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Question: Certains copropriétaires de notre syndicat veulent soumettre une résolution au vote lors de notre prochaine assemblée annuelle. Doit-on faire parvenir le texte de notre résolution à l'avance au conseil d’administration ou peut-on faire cela pendant l'assemblée? Y a-t-il une procédure légale particulière à suivre? Au moment de l'assemblée, si on doit apporter certaines corrections au texte de la résolution, cela peut-il être fait pendant l'assemblée ou doit-on convoquer une autre assemblée pour présenter et voter le nouveau texte de la résolution?
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AVIS DE CONVOCATION À UNE ASSEMBLÉE ANNUELLE (Nom du syndicat)   Le  _____________________ 20__ À tous les copropriétaires, vous êtes par les présentes, convoqués à l’assemblée annuelle des copropriétaires qui se tiendra aux lieu et date mentionnés ci-après. Lieu : (Indiquer le lieu) Date : (date)                                                                Heure : (heure)   Afin de ne pas retarder l'ouverture de l'assemblée, nous vous serions reconnaissants de vous présenter à compter de (heure).  
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TEMPLATE LETTER REQUESTING THE INCLUSION OF A QUESTION THE AGENDA     The ___________ At syndicate _____________ (exact name of the Syndicate of co-owners), I, the undersigned, __________________________________ (first name, last name and address of the co-owner) owner of the fraction of co-ownership bearing the civic number _________________, appartement ______, at_______________________  (city and postal code), wish you to include on the agenda of the next meeting of co-owners the following question: [Describe]  Example: Draft amendment to the declaration of co-ownership concerning [describe], this draft resolution, the text of which is attached to this application, must be communicated to the co-owners before the meeting and submitted to the vote of the meeting.
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Les assemblées de copropriétaire doivent être tenues en bonne et due forme, car il s'agit d'un des deux organes décisionnels d'une copropriété, l'autre étant le conseil d'administration. Des décisions importantes s'y prennent. Par conséquent, il est primordial qu'elles se déroulent dans les règles de l'art.
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The minutes of the meeting are a document of paramount importance to ensure the execution of the decisions of the meeting. Therefore, the decisions taken by co-owners in a general meeting must be recorded and entered in the minutes. This document is essential for a co-ownership because it ensures the written preservation of the deliberations or consultation of the general meeting, as well as the result of each vote so that any co-owner and director can refer to it in due course. It also allows to ascertain that the general meeting was conducted in accordance with the rules. Given its importance, this document must respect a certain formalism.
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The meeting of co-owners is the gathering of all the co-owners, to make the decisions necessary for the sustainability of the building and the proper functioning of the co-ownership. It is one of the two decision-making bodies of the syndicate. This should be held at least once a year, but it can take place as often as necessary. You should be aware that co-ownership life implies that the co-owners or their representatives meet, occasionally, to discuss and vote upon important decisions. This must be done at meetings of co-owners, where the members of the syndicate can make their voice heard by exercising their right to vote. Their conduct obeys certain rules of form and substance. An overview of the various specific aspects of meetings of co-owners.  
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A General Meeting of the co-owners cannot take place without an agenda. To deliberate in accordance with the Law, co-owners should be able to become aware, before the General Meeting, of the questions on the agenda. This the reason why it should be annexed to the notice of call, usually prepared by the Board of Directors (Board). It contains all the questions to be tabled for deliberation during the General Meeting. This document must be clear and unambiguous to avoid legal challenges. An overview of the various specificities of the agenda.    
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The first step in preparing a meeting of co-owners is to establish a complete agenda. This document summarizes all the questions that will have to be voted on during this general meeting. It thus lists the resolutions that will be debated and voted. Although there is no formalism surrounding its fine drafting, the agenda must be sufficiently precise. He must thus mention all the questions and points that will be submitted at the meeting. Sent to all the co-owners, this program makes it possible to organize the course of the session. Attached to the notice calling the meeting, the agenda is accompanied by the documents necessary for the reflection of the voters.
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Question: La loi indique que l'avis de convocation pour l'assemblée générale annuelle doit contenir un ordre du jour. Est-ce que la structure de cet ordre du jour est imposé? Même si rien n'est imposé qu'est-ce que comporte et comment se structure généralement ce document? Quels sont les points que nous ne devons pas manquer d'aborder?
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A question often arises whether a co-owner can modify the agenda received with his notice of call to the Annual General Meeting, either before or during the General Meeting? The General Meeting of co-owners is governed by strict legal rules that you should know about. In principle the General Meeting deliberates only on the questions inscribed on the agenda before holding the General Meeting. Otherwise, any decision taken upon a question illegally placed on the agenda is null and void and may be subject to a legal challenge.
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