The Condominium Corporation’s Minutes

The Condominium Corporation’s Minutes are important Core Records CAO Records and Condominium Managers/Boards need to give them proper time and attention.

Who should take minutes? Perhaps, originally it was envisioned that the Board’s Secretary position would take the minutes (usually for free), and maybe in some Corporations this is how this is done (or maybe Board members take turns). Generally speaking, it is highly recommended that an independent minute taker be hired to take the minutes of all Board and Owner Meetings. A budget line should be set for this cost. Managers should never be asked to take the minutes.
So, why pay someone to take minutes? Paying an independent After the Meeting, your minute taker will complete typing the minutes, and review them for typographical errors. Then the minute taker will typically forward the minutes to your Condominium Manager for review and distribution to the
Directors.

The minutes will only be an overview of the discussions, decisions, motions, etc. of the meeting. The minutes will not be verbatim documentation of the meeting. Some Owners expect precise quotes when it comes to the minutes of the Annual General Meetings, but this is not how minutes are usually taken in the industry.
Directors are encouraged to always read the minutes before the next meeting, because errors could happen. The minute taker could have misunderstood or misinterpreted a certain discussion or decision.

Typos or grammatical errors are usually less important than making sure all of the key discussion points and motions are reflected accurately without serious error or omission. If a Director finds an error or omission, they should bring this forward during the next Board Meeting; when it comes to the ‘Approval of the Minutes’ portion of the meeting. Directors should feel confident to bring forward these concerns, and have amendments made to the minutes as required. If the other Directors do not agree, it would still be suggested that your thoughts and opinions be noted for the minutes.

At the end of the day, if the minutes do not accurately reflect the Board’s majority decisions, then this could cause avoidable problems in the future.

How are minutes typically used after they are approved by
the Board?

Managers and Management Companies will review minutes to confirm Board decisions/policies/etc.
The Auditor will review the minutes during the annual audit
Minutes could become important should the Corporation face litigation
Minutes can diffuse misunderstandings between Directors/Management
Owners may make record requests to review minutes
Minutes must be signed by the Directors. It is common that
the President and Secretary sign the minutes, and this should be a standard procedure. In some Condominiums all of the Directors sign the minutes, and this protocol has a nice united feel. The Condominium Manager cannot sign the minutes on behalf of the Board.


Once approved and signed, the Manager will often keep both a paper copy and digital copy on file as a Core Record.


Board Meetings – Confidential Matters and “In-Camera”
discussions:

The Manager will sometimes need to discuss with the Board items pertaining to specific Suites/Owners/Residents/Staff (an example could be reviewing a suite with arrears). These agenda items must be addressed with discretion, and will be minuted accordingly. Often this is minuted as “In-Camera”
discussion or maybe an addendum to the regular meeting
minutes. Either way, these discussions must remain
confidential at all times, and would always be redacted when an Owner makes a record request to review the minutes of the Board Meeting(s).

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EXAMPLE MINUTES
Below is an example of how Board Meeting Minutes may look, but other variations may be adequate as well.

TORONTO STANDARD CONDOMINIUM CORPORATION No. ####
MINUTES OF THE BOARD OF DIRECTORS MEETING
HELD IN THE PARTY ROOM
AT 123 FIGMENT ROAD
TORONTO, ONTARIO
ON WEDNESDAY, APRIL 21, 2021

Present:
Kate Red President
John Green Treasurer
Ali Blue
Secretary
Jane Purple Director
Ravi Orange Director


Invited Guests:
Michael Brown Property Manager, GPM Property Management
Lee Pink Recording Secretary, Minute Company

  1. CALL TO ORDER

    There being a quorum of Directors present, the meeting was declared duly constituted to conduct the business of the Corporation an was called to order at 6:00 p.m.

  2. AGENDA

    MOTION to approve the agenda as presented by Management
    Moved by Kate Red
    Seconded by Ravi Orange
    All in Favour: Motion carried.

  3. APPROVAL OF PREVIOUS MINUTES

    (a) March 31, 2021 – The minutes of the Board of Directors meeting held on March 31, 2021 were circulated to the Board prior to the meeting. The minutes were reviewed by the Board. Management asked if there were any errors or omissions to the minutes, and there were none.

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  1. FINANCIAL STATEMENTS

March 31, 2021 – Management presented an overview of the unaudited Financial Statements for the
periods ending March 31, 2021 which were distributed to the Board prior to the meeting. Management
noted two investments that will be maturing in June, reviewed significant budget variances, reported
the Operating ($998,234) and Reserve Fund ($1,822,433) balances, including the current year surplus
which was $8,922. Management provided clarification in response to queries raised by Board members.

Arrears List – Management presented the Arrears List, and updated the Board with respect to
collection efforts which will be detailed in the “IN-CAMERA” portion of these minutes.

MOTION to approve the unaudited Financial Statements for the periods ending March 31, 2021 as
presented Moved by Ali Blue
Seconded by John Green
All in Favour: Motion carried.

  1. MANAGEMENT REPORT

5.1 ITEMS FOR DISCUSSION / APPROVAL

Annual General Meeting (AGM) Planning – As discussed in the January Board Meeting, the 2021 Annual
General Meeting has been scheduled for July 14, 2021, which provides the Corporation’s auditor with
sufficient time to complete the financial audit, which is to be included with the meeting package to
Owners.

Management inquired with the Board if they wish to have the Corporation’s solicitor Chair the AGM
this year, which would be at a cost of $1,700.00.

MOTION to proceed with hiring the Corporation’s solicitor to Chair the Annual General Meeting, at a
cost of $1,700.00. Moved by Kate Red
Seconded by Ravi Orange All in Favour: Motion carried.

Action: Management to notify and book the solicitor for the meeting.
Carpet Cleaning – Management provided the Board with three proposals for carpet cleaning for all
common spaces of the building.


Mickey’s Carpet Cleaning: $1,500.00

Donald’s Carpet Scrubbing: $2,000.00
Pluto Carpet Cleaning Service: $1,800.00

The Board reviewed the proposals and proceeded with Mickey’s Carpet Cleaning for $1,500.00.


MOTION to proceed with Mickey’s Carpet Cleaning at a cost of $1,500.00. Moved by Jane Purple
Seconded by Ali Blue
All in Favour: Motion carried.

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Action: Management to book carpet cleaning with Mickey Mouse’s Carpet Cleaning.

Elevator 2 (Middle Elevator) – Management advised the Board that that the middle elevator would
need rope replacement, which is covered in the Elevator Contract. The work will take place May 3rd
to May 5th, and the elevator will be out of service during this work.

5.2 ITEMS COMPLETED AND ITEMS FOR BOARD INFORMATION

A detailed list of items completed and items for Board information was included in the Management
Report and will be kept on record.

  1. NEW BUSINESS

    John Green asked if Management could send notice to pet owners about dogs using the grass at the north end of the property for bathroom purposes, and the grass is now turning yellow.

Kate Red asked if security could perform extra evening patrols of the playground on the south end
of the property since there have been non-residents loitering in this area.

Action: Management will send notice to dog owners, and ask security to make extra rounds of the
playground area in the evenings.

  1. DATE OF NEXT MEETING
    The next Board of Directors meeting was scheduled for Wednesday, May 26, 2021 at 6:00 p.m.

  2. ADJOURNMENT

    MOTION to adjourn the Board meeting at 6:45 p.m.

    Moved by Ali Blue
    Seconded by Kate Red
    All in Favour: Motion carried.

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EXAMPLE OF IN-CAMERA MINUTES:

TORONTO STANDARD CONDOMINIUM CORPORATION No. ####
MINUTES OF THE BOARD OF DIRECTORS MEETING
HELD IN THE PARTY ROOM

AT 123 FIGMENT ROAD TORONTO, ONTARIO
ON WEDNESDAY, APRIL 21, 2021


ADDENDUM TO THE MINUTES
IN-CAMERA DISCUSSION

RESTRICTED RECORDS (s.55 (4) of the Condominium Act, 1998)


Confidential Matters

  1. MANAGEMENT REPORT continued

5.4 UNIT SPECIFIC ITEMS
Updates & Information with respect to Unit specific matters, were included in the Management Report, for the Board’s information.

(a) Unit #303 – Owner has paid a charge back for a repair to the common element hallway wallpaper.

(b) Unit #707 – Owner has requested to paint their balcony floor which is an exclusive use common element. The Board discussed and denied this request due to safety concerns, and Management will contact this Owner to advise them of the Board’s decision.

(c) Unit #1505 – Owner has arrears of two months. Management has contacted the Owner with arrears notices, and will continue to monitor accordingly.