A strata meeting minutes template for British Columbia
Every section a BC strata council's minutes should contain, in the order experienced secretaries use, with plain-English notes on what belongs in each one.
Good strata minutes follow a predictable shape. Owners can find what they are looking for, buyers' lawyers can review them quickly, and if a dispute ever reaches the Civil Resolution Tribunal, the record speaks for itself. The template below reflects the record-keeping requirements of the BC Strata Property Act and the conventions used by professional minute takers across the province.
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Ready to use, professionally formatted for BC strata councils. Free with your first month of StrataMinutes, along with your next council meeting's minutes and the compliance checker.
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A look inside the template
This is how the template opens. The full document continues through ten numbered sections, from attendance to adjournment, with the motion wording, financial report, and action items laid out ready to fill in.
MINUTES OF A MEETING OF THE STRATA COUNCIL
The Owners, Strata Plan [PLAN NUMBER]
[Building or complex name]
Held on [day], [date] at [time] at [location or "by video conference"]
1. Attendance
Council members present: [names and positions, e.g. Jane Doe, President]
Regrets: [names]
Also present: [property manager, guests, owners attending]
Quorum: A quorum of council being present, the meeting was called to order at [time].
Notes on using this template
Record decisions, not discussions
Minutes are a record of what the council decided, not a transcript of who said what. Summarize each topic in a sentence or two, then record the motion and its result. Long accounts of debate create privacy problems and give future readers the wrong impression of what minutes are for.
Every decision should be a motion
Section 35 of the Strata Property Act requires the strata corporation to keep minutes of council meetings, including the results of any votes. The cleanest way to satisfy this is to write every decision as a motion: who moved it, who seconded it, and whether it carried or was defeated. See our guide to what BC law requires of strata minutes for the details.
Watch the two-week clock
Under Standard Bylaw 19, council must inform owners of the minutes of every council meeting within two weeks, whether or not the minutes have been approved yet. If your strata has amended its bylaws, your deadline may differ, but two weeks is the standard. Late minutes are one of the most common complaints owners raise.
Keep minutes for at least six years
The Strata Property Regulation requires minutes to be retained for at least six years. In practice most stratas keep them for the life of the building: buyers and their lawyers routinely ask for two years of minutes during a sale, and older minutes settle arguments about what was decided and when.
AGMs and special general meetings need more
General meeting minutes must also cover registration and proxies, quorum under section 48, resolutions with the exact wording and vote results, and elections. We cover this separately in our guide to AGM and SGM minutes in BC.
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This page is general information for BC strata councils, not legal advice. Always check your own bylaws, and see the Strata Property Act, Part 4 for the current text of the law.
Related guides
Condo Board Version for the Rest of Canada
What BC law requires of strata minutes
How to take strata meeting minutes
AGM and SGM minutes in BC
A complete sample of finished strata minutes