Strata council minutes: what to record, what to leave out, and when to send them

The rules

• The strata must keep minutes of council meetings and general meetings, including the results of any votes (s.35).
• The Standard Bylaws require council to inform owners of the minutes of all council meetings within two weeks of the meeting, whether or not the minutes have been approved. Your bylaws may differ.
• Minutes are records an owner may request under s.36 and must be retained for the period the Regulation sets.
• Council meetings may be held electronically where the bylaws permit or the Act allows.

What to record

• Date, time, place or method, who attended, who chaired, and that quorum was met.
• Each motion, who moved and seconded it, and the result of the vote.
• Decisions on maintenance, contracts, bylaw enforcement outcomes (without personal details) and spending approvals.
• Reports received: financial, maintenance, correspondence summarised.
• Follow-up actions with the person responsible.

Keep names of residents subject to bylaw complaints out of distributed minutes; record the file number and the decision. Hearings and legal advice belong in an in-camera section that is minuted separately.

A working template

1. 1.Call to order, attendance, quorum.
2. 2.Approval of previous minutes.
3. 3.Financial report: operating fund, CRF, arrears, payouts.
4. 4.Maintenance report: work orders opened and closed, contractor visits, capital items.
5. 5.Bylaw enforcement: files by number, stage and decision.
6. 6.Bookings, moves and incidents summary.
7. 7.Correspondence and owner requests.
8. 8.New business and motions.
9. 9.Next meeting and adjournment.

AryaPM's minutes desk pre-fills items 3 to 6 from the platform's own records for the period — the crew report, the bylaw decision desk, the booking ledger and the incident log — so the recorder starts with the facts and adds the discussion.