Having Issues with Your Condo Board? You Might Need a Requisition Meeting

In small, self-managed condos, every decision feels close to home. When something urgent comes up, waiting until the next Annual General Meeting isn’t always an option. Maybe there’s disagreement about a maintenance project, questions about how money is being spent, or concern about how a decision was made.

A requisitioned meeting is essentially owners exercising their right to call a special meeting outside the regular schedule. Governed by Section 46 of Ontario's Condominium Act, ensures owners always have a voice, even between annual meetings. For self-managed communities without professional managers, understanding this process is especially important. It helps owners act fairly and gives boards a clear framework to follow when these requests arrive.

Its Purpose

Owners can requisition meetings for several specific purposes: to discuss condominium business requiring owner input, to vote on removing or replacing directors, or for any other purpose where owners have the legal right to requisition a meeting, such as voting on proposed rules. 

However, not every concern qualifies. Owners cannot requisition meetings to vote on matters that fall exclusively under board authority, such as budget decisions or governance matters that the Condominium Act assigns to the board.

If owners disagree with these types of decisions, their remedy is to requisition a meeting to remove and replace the board itself, not to override specific board decisions through owner votes.

The Requisitioned Meeting Process

The process involves specific deadlines designed to balance owner rights with practical meeting organization needs.

Calling the Meeting

When owners decide to requisition a meeting, they submit their request in writing to the board. Once the board receives the requisition, it has five days to respond. The board can agree to add the topic to the next Annual General Meeting, if everyone agrees, or it can schedule a separate special meeting. Either way, the meeting must take place within thirty-five days of receiving the request.

If the board does not respond or refuses to act, owners have the right to organize the meeting themselves and the condo corporation must reimburse you for reasonable costs. When owners must step in, the meeting must be held within 45 days of being called. This ensures boards can't obstruct the process by simply refusing to cooperate.

Providing Proper Notice to Owners

Even in small communities where everyone knows each other, the notice process is an important legal step. It ensures that every owner has fair notice and an opportunity to participate.

The process begins with a preliminary notice, which must be sent at least fifteen days before the formal notice. This early notice gives owners time to prepare for the upcoming meeting. The formal notice follows, sent at least fifteen days before the meeting date. It must include the time, location, and agenda for the meeting, as well as any voting materials.

Boards should confirm that the requisition meets all legal requirements before sending notices. While this allows boards to address invalid requisitions, they should exercise this authority carefully and seek legal advice when questions arise, as improperly rejecting a legitimate requisition could create liability.

What Happens at a Meeting

Requisitioned meetings follow a clear structure to ensure fairness and order. The meeting begins with a call to order and confirmation that proper notice was given. Scrutineers are appointed to oversee voting, and the purpose of the meeting is presented. Owners then have an opportunity to discuss the matter, ask questions, and share their views.

Once discussion concludes, voting takes place and results are announced. If the purpose of the meeting is to remove and replace directors, nominations and elections for new directors happen immediately after the vote.

For small, self-managed condos, following proper procedures is especially important. Meetings often feel informal because everyone knows one another, but structure helps prevent misunderstandings. Keeping minutes, following the agenda, and giving owners enough time to ask questions shows fairness and builds trust.

Allowing owners to ask questions is not just polite - it’s essential. Informed participation is the foundation of good governance. When owners understand what they’re voting on, decisions are more likely to be accepted and respected, even if not everyone agrees.

Stay on top of your condo meeting deadlines with ease. Use the Meetings+ date calculator to plan confidently, avoid last-minute stress, and keep your board fully compliant.

Practical Considerations for Both Sides

For owners, it’s best to start with simple communication. Often, a conversation or written question to the board can clear up confusion without the need for a formal meeting. But when those attempts fail, or when a matter truly needs immediate community discussion, a requisitioned meeting is a fair and structured way to address it. Make sure your request is clear, respectful, and meets the ownership threshold before sending it.

For board members, treat every requisition seriously, even if you believe it’s unnecessary. Acknowledge the request, follow the timelines carefully, and respond professionally. Remember, owners have a legal right to call a meeting, and ignoring that right only damages trust. Use the time before the meeting to prepare answers and ensure all records are in order. If the requisition seems unclear or invalid, seek legal guidance instead of refusing it outright.

Both sides should remember that a requisitioned meeting is not meant to create conflict - it’s a way to ensure open dialogue and accountability. When handled properly, these meetings can actually strengthen trust between owners and the board.

Empowered Communities Through Informed Participation

In a small, self-managed condo, governance depends on cooperation. Everyone plays a role in maintaining the building, protecting its finances, and ensuring that decisions reflect the community’s best interests. Requisitioned meetings are a valuable part of that system. They give owners the ability to act when issues are urgent while providing boards with a structured process to respond.

When owners and boards understand how the process works, they can approach these situations calmly and confidently. Clear communication, transparency, and respect for the rules go a long way toward keeping the community running smoothly.

Requisitioned meetings aren’t about creating division. They’re about ensuring that every voice matters and that important issues get the attention they deserve. In small, self-managed condos, where neighbors are also co-owners, that balance between openness and order is what keeps the community strong, fair, and accountable.

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