Presenting Meeting Minute Options to the Condominium Board

Types of Meeting Minutes

Meeting minutes are the official record of discussions, decisions, and actions taken at condominium meetings. They serve as evidence of compliance with the Condominium Property Act (CPA) and help maintain transparency. There are three main types of meeting minutes:

Verbatim Minutes

• Definition: A word-for-word transcript of the meeting, capturing all discussions, motions, and statements made.

• Benefits:

  • Provides a complete and accurate record of everything said.

  • Useful for meetings that require detailed documentation (e.g., legal proceedings).

• Limitations:

  • Time-consuming to create and review.

  • May include irrelevant discussions that are not legally required.

• Best Used For:

  • Disciplinary or legal meetings.

  • High-stakes discussions with regulatory implications.

Summary Minutes

• Definition: A concise record of the meeting, including key discussions, motions, and decisions without verbatim dialogue.

• Benefits:

  • Efficient and easy to read for board members and owners.

  • Focuses on important decisions and actions rather than lengthy discussions.

• Limitations:

  • May omit some context from discussions.

  • Requires careful wording to ensure accuracy.

• Best Used For:

  • Board meetings, AGMs, and SGMs where decisions and votes are recorded.

Action-Based Minutes

• Definition: Focuses on the decisions made and the actions assigned, without recording discussions.

• Benefits:

  • Clearly outlines who is responsible for what after the meeting.

  • Ideal for tracking tasks, deadlines, and accountability.

• Limitations:

  • Does not provide full meeting context.

  • May not meet legal requirements for transparency in certain situations.

• Best Used For:

  • Board meetings focused on operational decisions and task management.

Selecting the Appropriate Format Based on Meeting Type and Governance Needs

The format of meeting minutes should be tailored to the needs of the condominium corporation while ensuring compliance with the CPA.

How to Present Meeting Minute Options to a Board Effectively

Condominium managers are responsible for helping boards understand the pros and cons of different meeting minute styles. When advising a board:

1. Explain the Legal Requirements

   • Under Section 28(1) of the Condominium Property Act, corporations must keep meeting minutes and make them available to owners.

   • Minutes must include records of decisions, financial approvals, and resolutions passed.

     
     

2. Consider the Board’s Needs

   • Boards that prioritize transparency may prefer summary minutes.

   • Boards managing complex financial or legal issues may opt for verbatim or detailed summary minutes.

   • Operationally focused boards may benefit from action-based minutes.

     
     

3. Provide Sample Templates

   • Show examples of each format to help the board make an informed decision.

   • Use a standardized format that aligns with CPA compliance.

Customizing Meeting Minutes to Align with CPA Requirements and Board Preferences

Essential Elements of CPA-Compliant Meeting Minutes

Regardless of format, all meeting minutes must include:

• Meeting details (date, time, location, type of meeting).

• Attendance list (board members, owners, proxies submitted).

• Quorum confirmation (whether the meeting can legally proceed).

• Motions and resolutions (who proposed, who seconded, voting results).

• Financial decisions (budget approvals, reserve fund expenditures).

• Adjournment details (time meeting ended, next meeting date if known).

Developing a Meeting Minute Template

To create a standardized meeting minute template, managers should include:

[Condominium Corporation Name]

Meeting Type: [AGM, SGM, Board Meeting]

Date & Time: [DD/MM/YYYY, Start Time]

Location/Virtual Platform: [In-Person / Zoom / Teams]

Chairperson: [Name]

Attendees: [List of Board Members & Guests]

Quorum Confirmation: [Yes/No]

Motions:

1. Motion: [Motion description]

   • Moved by: [Name]

   • Seconded by: [Name]

   • Vote Outcome: [Approved/Rejected]

2. Financial Approvals:

   • Budget Updates: [Summary]

3. Reserve Fund Contributions: [Amount & Purpose]

4. Action Items:

5. Assigned To: [Name]

6. Due Date: [DD/MM/YYYY]

7. Adjournment: [Meeting end time]

8. Minutes Prepared By: [Name]

   
   

This template ensures consistent, CPA-compliant documentation while allowing for customization based on the board’s needs.