Strata General Meetings Versus Minutes of Meeting

In the context of strata (condominium) properties in British Columbia, general meetings and special general meetings are important events where strata owners come together to discuss and make decisions on various matters concerning the property. The minutes of these meetings serve as official records of what was discussed and decided during the meetings. Here's an explanation of each:

  1. General Meeting: (AGM)
    • Purpose: A general meeting is a regular meeting held annually, typically for all strata owners, to address various matters related to the management and operation of the strata corporation. It provides an opportunity for owners to receive updates from the strata council, discuss financial matters, vote on resolutions, and address any other business items.
    • Attendance: All strata owners are typically invited to attend general meetings. The strata council, property manager, and other relevant parties may also be present to provide reports or information to the owners.
    • Agenda: The agenda for a general meeting typically includes items such as approval of minutes from the previous meeting, financial reports, updates on maintenance and repairs, proposed bylaws or rule changes, and any other business items submitted by owners or the strata council.

  2. Special General Meeting: (SGM)
    • Purpose: A special general meeting is called to address specific or urgent matters that cannot wait until the next scheduled general meeting. These matters may include significant repairs or maintenance issues, changes to bylaws or rules, disputes among owners, or other issues requiring immediate attention.
    • Call and Notice: A special general meeting is called by the strata council or upon written request by a specified percentage of strata owners, as outlined in the Strata Property Act. Notice of the meeting, including the agenda and proposed resolutions, must be provided to all owners within a specified timeframe.
    • Agenda: The agenda for a special general meeting is focused on the specific matters that prompted the meeting to be called. It may include items such as discussion and resolution of the urgent issue, voting on proposed resolutions, and any other business items related to the purpose of the meeting.
  3. Minutes of Meeting: (MIN)
    • Purpose: Minutes of meeting are official records that document what transpired during a general meeting or special general meeting. They provide a summary of discussions, decisions made, and actions taken during the meeting.
    • Contents: Minutes typically include details such as the date, time, and location of the meeting, names of attendees, agenda items, motions presented and their outcomes (passed, failed, or tabled), any amendments or resolutions adopted, and any other relevant information or announcements.
    • Approval and Distribution: Minutes of meeting are usually drafted by the strata secretary or another designated individual and circulated to strata owners for review and approval. Once approved, they are signed by the strata council president and secretary and distributed to all owners as official records of the meeting.
In summary, general meetings and special general meetings provide opportunities for strata owners to discuss and make decisions on matters affecting their property. The minutes of these meetings serve as important records of what occurred during the meetings and help ensure transparency, accountability, and compliance with legal requirements.

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