Condowise Learning - Tips and Tricks

Minutes

1.                   Minutes should be an accurate summary of the business transacted at a duly constituted meeting with a summary of the discussion.

2.                   Minutes are not a verbatim reiteration of every word spoken. Minute taking is an art.

3.                   Minutes should clearly include: i) the resolution of the Board; ii) whether or not the resolution was carried; and iii) whether or not there were any abstaining votes and objections.

4.                   Minutes should be taken by a professional minute taker that is arms length (from the parties sitting at the meeting) so that there is no inherent bias in the minute taking.

5.                   Minutes should be approved for the content therein at the following meeting and should not be varied.

6.                   Approved Minutes form part of records of the condominium corporation.

7.                   Minutes should be redacted when they contain sensitive information. Minutes should be redacted by somebody who knows what to redact and is willing to take the risk of messing up.

8.                   Minutes should reflect who was recused from discussions where there is a conflict of interest.

9.                   Minutes should be in camera when they deal with sensitive items, including those topics in section 55.

10.               Minutes serve as evidence, as business records.