Sample strata council meeting minutes
This is what StrataMinutes produces from a page of rough, point-form notes. Every motion recorded, every requirement of the record met, formatted for distribution to owners.
MINUTES OF A MEETING OF THE STRATA COUNCIL
The Owners, Strata Plan ABC 1234
Seabreeze Court, 480 Harbourview Road, Parksville, BC
Held on Tuesday, June 9, 2026 at 7:00 pm in the Amenity Room
1. Attendance
Council members present: Margaret Ellison (President), David Okafor (Vice President), Susan Tremblay (Treasurer), Raymond Chu (Secretary), Patricia Hollis (Member at Large)
Regrets: Gordon Bailey
Also present: Two owners attending as observers
Quorum: A quorum of council being present, the President called the meeting to order at 7:02 pm.
2. Approval of the agenda
3. Approval of previous minutes
4. Business arising from previous minutes
4.1 Gutter cleaning. The spring gutter cleaning was completed by Coastal Exteriors on May 26, 2026. The invoice of $1,470.00 matched the approved quote. No deficiencies were reported.
4.2 Parkade lighting. The Secretary reported that two of the three quotes requested for the parkade LED upgrade have been received. The third contractor has been given a deadline of June 19, 2026, after which council will proceed with the quotes in hand.
5. Correspondence
A letter was received from the owner of Strata Lot 14 requesting permission to install a heat pump. The request was referred to New Business, item 7.2.
6. Financial report
The Treasurer presented the financial statements to May 31, 2026:
| Account | Balance |
|---|---|
| Operating account | $18,642.11 |
| Contingency reserve fund | $204,378.55 |
| Arrears | One strata lot in arrears totalling $860.00 |
The Treasurer confirmed a reminder letter regarding the arrears has been sent in accordance with the strata's collections procedure.
7. New business
7.1 Annual fire inspection. The annual fire safety inspection is due in August. One quote has been received from the strata's existing provider at the same price as last year ($1,120.00).
7.2 Heat pump request, Strata Lot 14. Council reviewed the owner's request and the strata's alteration agreement template.
7.3 Bicycle room. Council discussed crowding in the bicycle room. It was agreed to ask owners to tag bicycles in active use before considering further measures.
8. Action items
9. Next meeting
The next regular council meeting is scheduled for Tuesday, July 14, 2026 at 7:00 pm in the Amenity Room.
10. Adjournment
There being no further business, the meeting was adjourned at 8:16 pm.
Minutes prepared for the council of Strata Plan ABC 1234.
These minutes are a draft until approved by council at a subsequent meeting.
What went into this document
The notes behind this sample were nine point-form lines, the kind a tired secretary types on a phone during the meeting. The finished minutes add the structure the record needs: attendance and quorum stated, every decision written as a motion with a mover, seconder, and result, figures presented in a table, and action items separated so nothing gets lost before the next meeting.
Each document also arrives with a compliance checklist: a plain-English list of anything the meeting record is missing against the record-keeping requirements of the BC Strata Property Act, so gaps get fixed while people still remember the meeting. To understand those requirements, see what BC law requires of strata minutes.
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Related guides
A strata minutes template for BC
What BC law requires of strata minutes
How to take strata meeting minutes
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