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Strata Tip of the Week - Did you get all the meeting minutes

One of the biggest problems we’ve encountered regarding strata document packages is missing meeting minutes. So this week, we’ll go over how you can check that you have all the meeting minutes. To start:

  • Step 1: Separate the council minutes from the general meeting minutes.

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

While there is no legislation that requires strata corporations to approve their council meeting minutes, it is always good practice for strata to do so, and most follow this practice. Some strata have bylaws that dictate what the strata is required to do in terms of its meeting minutes, so it’s good practice to check for and be aware of these.

Unfortunately, if the strata do not have any such bylaws and do not follow the practice of approving meeting minutes, there is no way to check that you’ve been provided with all the minutes.

If the strata do approve its meeting minutes:

  • Step 3: Check that each set of minutes received was approved at the subsequent meeting.

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

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.”

  • Step 5: If the strata have 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 to obtain the missing set of minutes.

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

Next, we’ll discuss what licensees need to know when serving on strata councils. If you have any suggestions for other topics you’d like us to cover, please let us know at info@bchomegroup.ca.

Disclaimer: The information provided is for general purposes only. It is not intended to provide legal advice or opinions of any kind. No one should act, or refrain from acting, based solely upon the materials provided, any hypertext links or other general information without first seeking appropriate legal or other professional advice.

 
 
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