Purpose and Importance of Meeting Minutes in Condominium Governance
Meeting minutes serve as the official record of decisions made during condominium board meetings, Annual General Meetings (AGMs), and Special General Meetings (SGMs). They ensure transparency, accountability, and legal compliance in condominium operations.
Why Are Meeting Minutes Important?
Provide a legal record of motions, decisions, and votes.
Ensure financial transparency, especially regarding budgets and reserve fund expenditures.
Serve as a reference for owners and future boards to track past decisions.
Required for compliance with the Condominium Property Act (CPA) and condominium bylaws.
Key Elements to Include in Meeting Minutes
To ensure accuracy and compliance, meeting minutes should include the following details:
1. Meeting Information
Date and time of the meeting.
Type of meeting (e.g., AGM, SGM, board meeting).
Location or virtual platform used.
2. Attendance
Board members present and absent.
Unit owners in attendance (if applicable).
Proxies submitted and their impact on quorum.
Confirmation of quorum to validate decision-making authority.
3. Motions and Voting Outcomes
Proposed motions, including who made and seconded them.
Voting results (e.g., unanimous approval, majority decision).
Special resolutions, when applicable (e.g., changes to bylaws).
4. Financial Decisions
Financial reports presented and approved.
Reserve fund contributions or expenditures.
Special assessments discussed or approved.
5. Action Items and Follow-Ups
Tasks assigned to board members or the condominium manager.
Deadlines for outstanding issues.
Next meeting date (if scheduled).
6. Adjournment
Time the meeting was officially closed.
Signature of the meeting chairperson and/or minute taker.
Legal Requirements Under the Condominium Property Act and Regulation
The Condominium Property Act (CPA) and Condominium Property Regulation outline specific obligations for recording and maintaining meeting minutes.
Mandatory Record-Keeping
Meeting minutes must be recorded for all board meetings, AGMs, and SGMs.
Owners (or their authorized representatives) must be granted access to review meeting minutes upon request.
Disclosure and Accessibility
Meeting minutes must be made available to unit owners, except for confidential or legally protected information.
The corporation may charge a reasonable fee for copies, as outlined in its bylaws.
Storage, Retention, and Disclosure of Meeting Minutes for Compliance
To maintain compliance with Alberta legislation, condominium corporations must properly store, retain, and disclose meeting minutes.
Storage and Retention Requirements
Minutes should be stored securely in both digital and physical formats.
The retention period for meeting minutes is typically set by the corporation’s bylaws, but must be kept for at least 7 years to comply with Alberta legislation.
Disclosure and Owner Access
Owners have the right to request access to meeting minutes.
Confidential discussions (e.g., legal matters, employee issues) may be redacted before disclosure.
Boards should follow a consistent process for responding to owner requests in compliance with CPA requirements.
