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

One of the biggest problems we encountered when it comes to strata document packages is missing meeting minutes, and this often matters more than you might think. A missing set of minutes can mean missing a legal dispute, a major upcoming project, or a special levy the strata is considering putting to a vote, information you might otherwise never know about.

The good news is there’s usually a straightforward way to check whether you’ve actually received all the meeting minutes. Here’s how we approach it.

1. First, Sort Your Minutes

Strata corporations produce two distinct sets of minutes:

• a) Council Meeting Minutes: minutes taken from the meetings held by the elected strata council, and
• b) General Meeting Minutes: minutes taken from Annual General Meetings and Special General Meetings.

• Separate the council minutes from the general meeting minutes.
• Sort each group in sequential order, from newest to oldest.

Sorting first makes gaps easier to spot. If the strata council typically meets monthly and you have minutes for January, February, and April but nothing for March, that missing month stands out once the stack is in order.

2. Check Whether the Minutes Were Approved

In British Columbia, there’s no legislation requiring a strata corporation to formally approve its council minutes, but most do it anyway. Some stratas also have bylaws that spell out how minutes are meant to be handled, so it’s worth checking the bylaw package as well.

If the strata does approve its minutes: each set will reference its own approval at the following meeting. Check that every set you received was actually approved at the subsequent meeting. If a set was approved but you don’t have a copy of it, you’re missing that set. Follow up with the strata or their management company to obtain the missing set.

If the strata doesn’t approve its minutes and has no bylaw addressing this, there’s no reliable way to confirm you’ve received a complete set.

3. Check for a Two-Week Disclosure Bylaw

Was a meeting held within the last two weeks? Many strata corporations have bylaws that require the strata council to “inform owners of the minutes of all council meetings within 2 weeks of the meeting, whether or not the minutes have been approved.”

If the strata has such a bylaw and a meeting had been scheduled more than two weeks ago, you should have received the meeting minutes. If you haven’t, follow up with the strata or their management company to obtain the missing set.

To summarize, in order to make sure you’ve received a complete set of minutes:

• Step 1: Sort the minutes you have into council minutes and general meeting minutes, and organize each group in sequential order.
• Step 2: Check whether the strata approves its minutes, and if so, confirm every approved set was actually included in your package.
• Step 3: Check whether the strata has a two-week disclosure bylaw, and if it does, confirm any recent meeting’s minutes are already there.

At Condo Clear, we review strata documents every day and share these insights to help buyers and owners feel more confident navigating strata living. Sign up for our Strata Tip of the Week Newsletter to stay up to date with the latest strata news and articles.

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.

Author: Mugurel Mic; Last Edited: September 2, 2026

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