Strata Tip of the Week - Did You Get All the Meeting Minutes?

Missing meeting minutes are one of the most common issues we run into when reviewing strata documents. To help avoid this, here’s a simple five-step process you can follow to check whether you’ve received them all.

• Step 1: Separate the council meeting minutes from the general meeting minutes (AGMs and SGMs).

• Step 2: Sort each set of minutes in sequential order, from newest to oldest.

While the Strata Property Act does not require council meeting minutes to be approved, many strata corporations do follow this practice, and some have bylaws that require it. Be sure to check the bylaws for any specific requirements around meeting minutes.

Unfortunately, if the strata does not have any such bylaws and does not follow the practice of approving meeting minutes, there is no way to confirm that you have been provided with a complete set.

If the strata does approve its meeting minutes:

• Step 3: Confirm that each set of minutes you’ve received was approved at the following meeting.

• Step 4: If minutes were approved at a meeting, but those minutes were not included in the strata documents package, you are missing a set of meeting minutes. Follow up with the strata to obtain the missing set of minutes.

Some strata corporations also have bylaws that require council meeting minutes to be made available to owners within two weeks of a meeting, whether or not the minutes have been approved. Check the bylaws to see if this requirement applies.

• Step 5: If a council meeting took place more than two weeks ago and the strata has a bylaw requiring minutes to be provided within that timeframe, you should have received them. If you haven’t, follow up with the strata to request them.

Follow this five-step process to ensure you have all the strata council and the general meeting minutes.

That’s it for this week. If you have any suggestions for other topics you’d like us to cover, please let us know at info@condoclear.ca.