Strata motion wording: 25 examples you can copy into your minutes
A motion is one clear sentence saying what the strata will do. Most trouble with minutes comes from motions that are vague, missing an amount, or missing the vote. These examples show the pattern that works.
Last reviewed November 10, 2026, against the current Strata Property Act, Strata Property Regulation and Standard Bylaws on BC Laws.
The short answer
A good strata motion says who will do what, for how much, from which fund, and by when. Record it as "MOVED and SECONDED that...", then the result with the count: "CARRIED (4 in favour, 1 opposed)". The Strata Property Act requires minutes to include the results of any votes (section 35), and Standard Bylaw 18(3) requires the results of all council votes to be recorded.
The anatomy of a good motion
Every motion in strata minutes should answer five questions. If a reader five years from now cannot answer them from the minutes alone, the motion needs another clause.
| Question | Example wording |
|---|---|
| Who acts? | "that council", "that the strata corporation", "that the strata manager" |
| What action? | "approve", "accept the quotation of", "impose a fine of", "adopt" |
| How much? | "at a cost not to exceed $4,800 plus GST" |
| From which fund? | "from the operating fund", "from the contingency reserve fund" |
| By when? | "with work to be completed by June 30" |
Under the Standard Bylaws, a council motion does not strictly need a seconder, but most councils use one and recording it does no harm. What the law does require is the result. Write the count for every vote, and name anyone who abstained because of a conflict of interest.
Council meeting motions
Approving minutes. MOVED and SECONDED that the minutes of the council meeting held March 12, 2026, be approved as circulated. CARRIED (5 in favour, 0 opposed).
Accepting a quotation. MOVED and SECONDED that council accept the quotation of Harbour Roofing Ltd. dated April 2, 2026, to repair the flashing above units 301 to 304 at a cost not to exceed $3,950 plus GST, to be paid from the operating fund, repairs and maintenance. CARRIED (4 in favour, 1 opposed).
Receiving financial statements. MOVED and SECONDED that the financial statements for the month ending March 31, 2026, be received as presented by the treasurer. CARRIED (5 in favour, 0 opposed).
Approving an alteration. MOVED and SECONDED that council approve the request of the owner of strata lot 14 to replace the patio door, on the conditions that the door matches the existing style and colour and that the owner signs an agreement taking responsibility for future costs relating to the alteration. CARRIED (5 in favour, 0 opposed).
Delegating spending authority. MOVED and SECONDED that council delegate to the treasurer the authority to approve repairs of up to $500 per occurrence for plumbing emergencies, as permitted by Standard Bylaw 20. CARRIED (5 in favour, 0 opposed).
Tabling an item. MOVED and SECONDED that the fence replacement be tabled to the May meeting pending a third quotation. CARRIED (5 in favour, 0 opposed).
StrataMinutes can take this off your plate. Not sure your own minutes measure up? Upload your last set for a free report card, or send us your notes and receive finished minutes.
Bylaw enforcement motions
Enforcement motions need extra care because a fine is only valid if the steps in section 135 were followed. Identify the strata lot by number, not the person by name. See what stays out of the minutes.
After a hearing. MOVED and SECONDED that, having received a complaint, given the owner of strata lot 22 written particulars and an opportunity to answer, and held a hearing on May 6, 2026, council finds a contravention of bylaw 3(1)(b) (noise) and imposes a fine of $50. CARRIED (4 in favour, 0 opposed, 1 abstained).
Warning only. MOVED and SECONDED that council issue a written warning to the owner of strata lot 9 regarding bylaw 3(3) (pets to be leashed on common property), and take no further action at this time. CARRIED (5 in favour, 0 opposed).
Conflict recorded. K. Ramos declared a conflict of interest, left the meeting for this item, and did not vote.
Annual and special general meeting motions
General meeting resolutions are written out in the notice package, so the minutes repeat the wording and add the result. If an eligible voter asks for a precise count, Standard Bylaw 27 requires the numbers for and against to be announced and recorded.
Budget. It was MOVED and SECONDED that the operating budget for the fiscal year ending December 31, 2027, be approved as presented. CARRIED by majority vote (31 in favour, 4 opposed, 1 abstained).
Special levy (3/4 vote). BE IT RESOLVED by a 3/4 vote that The Owners, Strata Plan VIS 1234, approve a special levy of $180,000 to replace the roof, shared by unit entitlement as set out in the attached schedule, payable in two equal instalments on July 1 and October 1, 2026. CARRIED (38 in favour, 6 opposed). The chair confirmed that 38 of 44 votes cast (86%) met the 3/4 threshold.
Contingency reserve expenditure. BE IT RESOLVED by a 3/4 vote that the strata corporation spend up to $42,000 from the contingency reserve fund to repave the visitor parking area. CARRIED (40 in favour, 3 opposed).
Bylaw amendment. BE IT RESOLVED by a 3/4 vote that the bylaws be amended by adding bylaw 31 (smoking) as set out in the notice of meeting. DEFEATED (25 in favour, 15 opposed).
Election of council. The following owners were elected to council for the coming year: J. Singh, M. Laurent, D. Okafor, R. Chen and K. Ramos.
Weak wording and how to fix it
| Weak | Why it fails | Better |
|---|---|---|
| "Council agreed to fix the gate." | No motion, no cost, no vote | "MOVED and SECONDED that council approve repair of the vehicle gate by Apex Gates at a cost not to exceed $1,200 plus GST. CARRIED (5-0)." |
| "Motion passed." | Result without the count | "CARRIED (4 in favour, 1 opposed)." |
| "Fine the owner of 204 for the dog." | No bylaw, no process | See the enforcement example above. |
| "Approved the landscaping contract." | Which contract, what term, what price? | Name the contractor, the term, the annual price and the fund. |
Our guide to common minutes mistakes covers the rest of the patterns that cause disputes later.
Defeated, withdrawn and amended motions
Minutes record decisions, and a decision not to do something is still a decision. Record defeated motions with their count. If a motion is withdrawn before the vote, say "The motion was withdrawn by the mover." If a motion is amended, record the amendment vote first and then the vote on the motion as amended. At a general meeting, a resolution needing a 3/4 vote can only be amended if the change does not substantially alter it and the amendment is itself approved by a 3/4 vote (section 50). See motions and amendments.
Questions councils and owners ask
Does a strata council motion need a seconder?
The Standard Bylaws do not require one for council meetings. Many councils use a seconder by habit, and some strata corporations have bylaws that require it. Check your own filed bylaws. Either way, the vote result must be recorded.
Do the minutes have to say who voted which way?
No. The law requires the result of each vote. Most councils record the count (for example, 4 in favour, 1 opposed). A council member may ask that their own opposing vote or abstention be noted, and it is good practice to do so.
How should a unanimous council vote be written?
Write the count rather than the word, for example "CARRIED (5 in favour, 0 opposed)". The term "unanimous vote" has a special meaning in the Act for general meetings (all the votes of all eligible voters), so using the count avoids confusion.
Should the minutes include discussion before the motion?
Only a short, neutral summary where it helps explain the decision. Minutes are a record of what was decided, not a transcript of who said what.
Can a motion be passed by email between meetings?
Only if your bylaws allow it, and it should be confirmed at the next meeting so it appears in the minutes. See council email voting.
Rough notes in, proper motions out
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This page is general information for BC strata corporations, not legal advice. Your strata's own filed bylaws may differ from the Standard Bylaws. See the current text of the Strata Property Act and the Strata Property Regulation on BC Laws.
Related guides
Minute-Taking Guide
Motions and Amendments
Sample Minutes
Voting Rules
Common Minutes Mistakes
Legal Requirements