Condo Board Meeting Minutes in Ontario: Legal Requirements, Format & Examples (2026)

What Are Condo Board Meeting Minutes and Why Are They Required?

Board meeting minutes are the written record of what transpired during a condominium board of directors meeting. They summarize the key discussions, decisions, and resolutions made by the board. In essence, minutes answer the questions: What issues were discussed? What decisions were made? Who was present and how did they vote?

Under Ontario law, every condominium corporation must keep minutes of all board meetings. Specifically, the Condominium Act, 1998 requires corporations to maintain a minute book with the minutes of owners’ meetings and board meetings. This means that for every board meeting, minutes should be taken and stored as part of the corporation’s official records. Failing to do so is a violation of the Act and could expose the board to legal consequences.

Minutes are required not just as a formality, but for several important reasons:

• Legal accountability: Minutes are considered the official record of the corporation’s decisions. If there’s ever a disagreement or legal challenge about what the board decided, the minutes will be the reference point. In fact, Ontario courts have treated minutes as the definitive evidence of board actions. A well-documented decision in the minutes can protect the board by showing it acted properly, whereas missing or sloppy minutes can create risk and confusion.
• Transparency to owners: Owners (and purchasers or mortgagees of units) have a legal right to access board meeting minutes upon request. This transparency is foundational to the “open book” philosophy of condo governance — owners should be able to know how their elected board is managing the corporation’s affairs. Minutes let owners verify what issues are being addressed and how decisions (especially those affecting finances or property) are made.
• Corporate memory: As time passes, memories fade and boards change. Minutes provide continuity. They ensure that future boards and managers understand past decisions, the rationale behind them, and any commitments or tasks that were decided. For example, if the board approved a contract or a policy last year, new board members can read the minutes to get up to speed.
• Efficient operations: Clear minutes help the board follow up on outstanding items. They often include action items or directives (e.g., “Management to obtain three quotes for elevator repairs”) that can be tracked at the next meeting. Without minutes, important tasks might slip through the cracks.

In short, board meeting minutes in Ontario are required by law and essential for good governance. They are not an afterthought or mere administrative hassle — they are crucial documents that sustain the condo’s legal and operational integrity. Board members should take minute-taking seriously and ensure their minutes meet the required standards.

(Tip: If minute-taking feels overwhelming or gets delayed frequently, consider using a solution like Minutes App. It can act as a digital recording secretary, producing accurate minutes from a meeting recording, which helps the board comply with requirements and focus on decision-making.)

What Must Be Included in Minutes (and What to Leave Out)

Keeping “adequate” minutes is not about transcribing every word — it’s about capturing the essentials of the meeting. Ontario guidance and tribunal decisions have established that minutes do not need to be verbatim transcripts, but they should be accurate and sufficiently detailed to inform readers of what happened and how decisions were reached. Below is a breakdown of what must or should be included in board meeting minutes, and what should NOT be included:

Key Items to Include in Board Meeting Minutes:

• Basic Meeting Details: Always record the date, time, and location of the meeting (or note if it’s via teleconference/videoconference). Also note the type of meeting (e.g., regular board meeting, special board meeting).
• Attendance: List the names of all attendees, including directors (and their positions, e.g., President, Treasurer, etc.), management (e.g., property manager), and any invited guests or observers. If someone is absent, you can note them as “Regrets” or absent. It’s also wise to indicate that quorum was met (e.g., “With X of Y directors present, quorum was attained.”).
• Call to Order: Record the time the meeting was called to order and who chaired the meeting (often the Board President or Chair).
• Approval of Prior Minutes: Document the approval (or amendment) of the previous meeting’s minutes. For example: “Motion: To approve the minutes of the [date] board meeting. Moved by Alice; Seconded by Bob. Carried.” Approval of prior minutes is usually the first order of business in a meeting, ensuring the previous record is confirmed as accurate.
• Motions and Decisions: All decisions made by the board should be recorded, typically in the form of motions or resolutions. This includes financial approvals (like budgets, contracts, expenditures), policy decisions, and any other votes. For each motion, state the exact wording of the resolution or a clear description of the decision, and record the outcome:
• Who moved (proposed) the motion and who seconded it (if a seconder is required by your meeting procedure or by-laws).
• Whether the motion was carried, defeated, or tabled (deferred). It’s acceptable to simply note “Carried” if unanimous, or if not unanimous, you might note the split or any dissents if they asked to be recorded. For example, “Carried (4 in favour, 1 opposed)”.
• Tip: You do not need to record detailed vote counts or who voted how in most cases, unless a director explicitly requests their dissent be noted or it’s a roll-call vote. Generally, “carried” or “failed” is sufficient.
• Summary of Discussions: Include brief summaries of key discussions only to the extent necessary to understand the decision or rationale. Minutes should reflect the issues raised and the reasoning for decisions, not a play-by-play of who said what. For example, you might write: “The Board discussed three roofing quotes and compared warranties and price. After consideration, the Board selected ABC Roofing as the best value.” This provides context without recording an entire debate.
• Financial Decisions & Rationale: Ensure that any decisions with a financial impact (e.g. approving a contract, major purchase, or the budget) are clearly documented with the reasoning where appropriate. The Condominium Authority Tribunal has noted that minutes of a board meeting should include enough detail for owners to understand what is happening in the corporation, how decisions are being made, and the financial basis for those decisions. This doesn’t mean disclosing every number discussed, but clearly recording decisions like “Approved $50,000 from the reserve fund for elevator upgrades, based on safety consultant’s recommendation” is important.
• Conflicts of Interest Disclosed: If any director declares a conflict of interest on a matter (as required by law when applicable), that disclosure must be entered in the minutes. For example: “Director John Doe declared a conflict of interest regarding the contract with XYZ Corp (John’s employer) and abstained from discussion and voting on that item.” Ontario law (Condo Act s.40) obligates the board to record such disclosures in the meeting minutes.
• Adjournment: Note the time of adjournment (when the meeting ended). This shows the meeting formally concluded and can be useful if an owner later asks when a long meeting ended.
• Next Meeting Date: If the next board meeting date is scheduled or known, it’s helpful to include it (e.g., “Next meeting scheduled for March 10, 2026.”).
• Preparation/Approval Notation: Though not legally mandated, many corporations note at the end who prepared the minutes (e.g., the recording secretary or property manager) and/or include lines for the Chairperson and Secretary to sign once the minutes are approved. For instance: “Minutes prepared by ABC Property Management. Minutes approved by the Board on [date].” This is a good practice as it indicates the minutes have been formally accepted by the board.

What NOT to Include in Minutes:

• Verbatim Comments or Debates: Minutes are not transcripts. Do not include he-said/she-said accounts of discussions, personal remarks, or the back-and-forth of debates. Not only is it unnecessary, it can also lead to arguments over accuracy and can embarrass or single out individuals. Summarize discussions to the key points only when needed for context, and always keep the tone neutral and objective.
• Personal Opinions or Editor’s Commentary: The minute-taker (and the board) should keep personal opinions or subjective commentary out of the minutes. Don’t record statements like “John felt the proposal was stupid” or “The Treasurer gave a very poor explanation.” Stick to factual, business-like descriptions. For example, instead of “a heated argument ensued about parking,” minutes can state: “The Board discussed the parking policy at length and multiple viewpoints were presented.”
• Irrelevant Details: Avoid minutiae that doesn’t affect the outcome or decision. For instance, you generally wouldn’t record “The meeting took a 5-minute coffee break” or “The Chair’s phone rang during the discussion” — these do not belong in official records.
• Confidential Personal or Legal Details (unless necessary): Be cautious about including sensitive information in the main minutes that will become accessible to owners. Specifics about unit owners (e.g., “Unit 210’s arrears” or “complaint about noise from Unit 505”) or discussions of potential litigation or employee performance issues might be considered restricted information under the Act (more on this in the next section). While you should record the board’s decisions or actions on such matters, how you record them might differ. Many boards handle this by recording sensitive discussions in a general way or in a separate “in-camera” portion of the minutes (see below). For example, in the open minutes you might write, “The Board discussed a confidential owner compliance matter and directed management to take appropriate action,” rather than detailing the unit number or specifics. The key is not to omit the fact that a decision was made, but you can omit identifying details that fall under confidential categories (employee, litigation, individual owner issues) in the version of minutes that may be shared. We’ll discuss the proper handling of these situations and in-camera minutes shortly.

In summary, focus on decisions, actions, and succinct summaries of rationale. Leave out unnecessary fluff, inflammatory language, or verbatim dialogue. Well-crafted minutes should allow someone who didn’t attend the meeting (like an owner or future board member) to follow what was done and why, without bogging them down in extraneous detail. As one condo governance expert succinctly put it, meeting minutes document what decisions were made, not everything that was said.

Legal Requirements: Retention and Owner Access to Minutes in Ontario

Ontario condominium law sets out clear rules on how long minutes must be kept and owners’ rights to access them. Board meeting minutes are considered part of the corporation’s official records, and the Ontario Condominium Act requirements for meeting minutes and its regulations prescribe how these records must be managed. Here’s what you need to know:

Retention of Minutes: Condo corporations in Ontario are required to keep minutes of all meetings indefinitely. In practice, this means permanently — minutes should never be thrown out or destroyed. They form part of the historical record of the corporation. The Act explicitly lists “a minute book containing the minutes of owners’ meetings and board meetings” as a record that the corporation must maintain. Regulations under the Act (Ont. Reg. 48/01, s. 13.2) specify retention periods for various records. Board and owners’ minutes are classified as core records that must be kept forever (in contrast, some financial records have a minimum 6 or 7-year retention). With modern technology, retaining minutes “in perpetuity” is easier — scanning old paper minute books into PDF or storing digital minutes in multiple backup locations is highly recommended.

Owner Access Rights: Unit owners (as well as purchasers or mortgagees of units, or their agents) have the right to examine and obtain copies of the corporation’s records, which includes board meeting minutes. Section 55 of the Condominium Act sets out this right and also outlines certain exceptions (discussed below). In practical terms, any owner can make a written request to see the board’s minutes and the corporation must comply within 30 days, as per the Act’s requirements and Condo Authority guidelines. The Condo Authority of Ontario (CAO) provides a standardized Request for Records form which owners are encouraged to use for such requests. Upon receiving a records request, the board or property management should respond promptly — either providing the minutes requested or giving a legitimate reason (under the Act’s allowed exceptions) why certain parts are being withheld/redacted.

Key points on owner access include:

• Owners are entitled to access all board and owners’ meeting minutes, regardless of age. This includes minutes from many years ago if they exist. However, there is a distinction in how fees are handled (see next bullet).
• Core vs. Non-Core Records: Ontario’s regulations differentiate between “core” records (recent key records) and “non-core” records (older or more ancillary records). Board and owners’ meeting minutes from the last 12 months are considered core records. Core records must be provided free of charge to the requesting owner (aside from minimal copying charges, if paper copies are needed, at $0.20 per page maximum). Minutes older than 12 months are “non-core” records — the corporation can charge the owner an administrative fee (again capped by regulation, typically $0.20/page or actual labor cost for preparing electronic copies) for providing those. The distinction is basically to encourage transparency for current matters while allowing some cost recovery for very old archives. In any case, fees must be reasonable and commensurate with the effort to produce the records.
• Format of access: If an owner requests electronic copies and the condo has the minutes electronically, they should be provided that way (no charge for electronic delivery). If the condo only has paper and the owner wants an electronic copy, the condo cannot charge for the scanning beyond the standard fee structure. The law prioritizes providing records in the format requested by the owner when feasible.
• Draft Minutes: Owners do not have the right to obtain draft (unapproved) minutes. Drafts are not considered official records of the corporation until they are approved by the board. For example, if an owner asks for the minutes of last week’s board meeting but the board hasn’t approved them yet, the corporation can lawfully decline until those minutes are approved (or provide them as “unapproved draft” at its discretion). The CAO explicitly notes that owners are not entitled to draft minutes, though boards may choose to share drafts if they wish. Best practice is to get minutes approved at the next meeting so that owners can access them as needed as official records.

Exceptions — Confidential Information (Redactions): While owners have broad rights to access minutes, the Act does allow certain information to be withheld (redacted) from records, including minutes. Section 55(4) of the Act outlines restricted records that owners cannot insist on seeing. In the context of board minutes, the key exceptions are:

• Records relating to employees or personnel issues (except the employment contracts themselves). For minutes, this could mean details of discussions about hiring, firing, salaries, or performance of specific employees (like the condo superintendent or property manager) can be withheld.
• Records relating to actual or contemplated litigation or insurance investigations involving the corporation. If the board discussed a lawsuit or a potential legal action, those parts of the minutes can be redacted, as they are privileged or sensitive.
• Records relating to specific units or unit owners (other than that owner’s own unit). This is a big one for minutes — any discussion of particular unit owners’ violations, arrears, complaints, etc., falls here. Owners are not entitled to know about their neighbor’s personal issues with the condo. Therefore, minutes can (and should) have those specifics removed when providing to a requesting owner who is not involved.

What does this mean in practice? Boards should still record everything in the minutes (even confidential matters), but when an owner requests minutes, the corporation should review the minutes and redact (black out or remove) the parts that fall under these exceptions before giving them out. For example, if a board meeting discussed a noise complaint against Unit 210 and a pending lawsuit against a contractor, the copy of the minutes provided to owners might omit or obscure those sections, with a note indicating “[Redacted: unit-specific issue]” or “[Redacted: litigation matter]”. The law even requires that when something is redacted, the corporation should provide a reason for each redaction, citing the applicable exception (e.g., “information relating to a specific unit/owner”).

It’s important to note that some condos historically tried to handle this by having “in-camera” meetings or minutes — essentially holding part of the meeting off-record or keeping a separate set of minutes for confidential sessions, and then refusing to share those in-camera minutes at all. However, recent Condominium Authority Tribunal (CAT) decisions have criticized this practice. The CAT has made it clear that the Act doesn’t recognize a special “in-camera meeting” that is exempt from records disclosure. All meetings should be minuted; when providing records, only the sensitive content can be withheld, not the entire minutes. In other words, you shouldn’t have a completely hidden second set of minutes. The better approach is to minute everything in one document (or an addendum), then scrupulously redact only what is necessary by law. Over-broad or “block” redactions (blacking out entire pages) without explanation can get a corporation in trouble with the Tribunal. So, compliance means striking a balance: respect owners’ access rights while protecting truly confidential info as allowed by law.

Bottom line: Keep your minutes forever, and be prepared to share them with owners. When you do share, review them for any confidential bits and redact only those, providing the rest. Having a clear process for records requests (e.g., a form, a designated person to handle it, and a timeline diary to meet the 30-day deadline) is part of good condo governance. Properly retained and accessible minutes foster trust and transparency in the condo community.

(Pro tip: Storing minutes digitally in a searchable, backed-up repository can make retrieval for owner requests much easier. Many condos use software or Minutes App to archive minutes securely, ensuring quick search and export when needed.)

Standard Format and Structure of Board Meeting Minutes

While there’s no single “official” template mandated by law for condo minutes, there are widely accepted format standards that make minutes clear and professional. For a free, downloadable board meeting minutes template and completed example, see our template guide. A consistent format helps current and future readers quickly find information and understand the outcomes of meetings. Below is a breakdown of a typical structure for board meeting minutes in Ontario, covering the usual sections and elements in the order they often appear:

• Heading: At the top of the minutes, identify the corporation and the meeting. For example: “ABC Condominium Corporation No. 1234 — Minutes of the Board of Directors Meeting held on [Date] at [Location]”. This heading should include the full official name of the condo corporation (including its number), and the date and place of the meeting. If the meeting is virtual, you might put “held via teleconference” or similar. The heading immediately tells the reader which meeting these minutes pertain to.
• Attendance (Roll Call): List all directors present, by name (and often position/title). Also list others in attendance such as management (e.g., “Jane Doe, Property Manager, XYZ Management Co.”), and any guests (such as a lawyer, engineer, or perhaps owners who were invited for a specific agenda item). If any director was absent, you can list them under an “Regrets” or “Absent” line. This section establishes who was involved in the meeting. It’s also common to note who acted as Chair of the meeting (often the Board President) and who acted as Recording Secretary (minute-taker) if that person is not a board member (e.g., the property manager or a dedicated recording secretary). For tips on how to chair a condo board meeting for clearer minutes, see our dedicated article.
• Call to Order: Record the time the meeting was called to order and by whom. Example: “Call to Order: The meeting was called to order at 6:00 PM by the Chair, John Doe.” Often, a phrase like “having quorum” is included: “Having a quorum of directors present, the meeting was duly called to order at…” This confirms that the meeting was legitimately convened as per Condo Act (since business can only be conducted if a quorum of the board is present).
• Approval of Agenda: Many boards have an agenda for each meeting that may need adoption or amendment. If your board formally approves the agenda at the start, record a brief motion: “Motion: To approve the agenda as presented (or “as amended”). Moved by __; Seconded by __. Carried.” If the agenda is just taken as agreed without a motion, this can be skipped or simply noted.
• Approval of Previous Minutes: As noted, the prior meeting’s minutes are usually reviewed and approved at the next meeting. Document this as a motion: “Motion: To approve the minutes of the [Date] Board meeting. Moved by __; Seconded by __. Carried.” If there were any corrections to the previous minutes, you can note “as amended” and perhaps briefly describe the amendment (e.g., “with correction to Section 5: change $5,000 to $5,500”). Approving the prior minutes officially validates that record, so it’s important to capture it.
• Business Arising from Past Minutes (Old Business): Many minutes then list any carry-over items or action items from the last meeting (often labeled “Business Arising” or “Matters Arising from the Minutes”). This section isn’t mandatory, but it’s a common practice to ensure follow-up on previously discussed matters. For example: “Business Arising: 1) Elevator Repair Update — The manager reported that the part ordered has arrived and repairs are scheduled for next week. 2) By-law Amendment — The lawyer is reviewing the draft and will report next meeting.”
• Reports: If the meeting includes formal reports (e.g., Financial Report, Property Manager’s Report, Committee Reports), each can be a sub-section in the minutes. Summarize key points of each report and any decisions or directives arising from them. For instance: “Financial Report: The Treasurer presented the June 2026 financial statements. The corporation remains on budget, with a small surplus of $2,000 year-to-date. After discussion, the Board approved the Q2 financial statements as presented.” If no formal motion is needed, you might say “received for information” or note any significant discussion points.
• New Business (Agenda Items): This is the core of the meeting — each new topic or decision should be documented, often as separate bullet points or paragraphs. Organize this section by topic, matching the agenda. For each item, include:
• A brief description of the issue or decision being considered. (e.g., “Parking Policy Update: The Board considered a proposal to revise the parking rules to address unauthorized vehicles.”)
• Any motion or decision that comes out of it, in the motion format if a vote is taken. (e.g., “Motion: To amend the parking policy to allow one guest vehicle overnight per unit with prior notice. Moved by __; Seconded by __. Carried.”)
• If no formal motion, then the outcome or consensus. (e.g., “The Board agreed by consensus to defer this item until more information is gathered.”)
• Key points of discussion only if needed for context. (e.g., “The Board discussed fire safety implications and insurance feedback before approving this change.”) Remember to keep it brief and neutral.

It’s good practice to number or label these items (matching the agenda numbering) for clarity, especially if the minutes are long. For example, use headings or sub-bullets like 1. Contracts, 2. Maintenance Issues, 3. Owner Requests, etc.

• Owner Input/Guests: If any unit owners or guests were invited in for a portion (or if your board allows an open session for owners to observe or ask questions), note that and summarize any owner questions or presentations and the board’s response. E.g., “Owner (Unit 100) was given the floor to present a proposal for a community garden. The Board thanked the owner and will consider the idea for next spring.”
• Adjournment: A simple statement of adjournment and time. E.g., “Adjournment: There being no further business, the meeting was adjourned at 8:15 PM.” Optionally, record who moved to adjourn (some boards do a quick motion to adjourn): “Moved by __ to adjourn. Carried.”
• Next Meeting: If not already mentioned earlier, you can note the date of the next scheduled board meeting (if known). This is often included as a courtesy/reminder in the minutes.
• Signatures (Optional): As mentioned, some corporations have the Chair or Secretary sign the minutes after approval. If your corporation does this, you can include lines at the bottom like:

_________________________________ _________________________________ Chair (Name) Secretary (Name)

Date:____________________

This isn’t required by the Condo Act, but it can be a good governance practice to have a physical sign-off or at least an approval notation for the record. The format above can be adjusted to your condo’s needs, but consistency is key. Use clear headings or labels for each section so that someone scanning the minutes can find, say, where the motions are, or what was discussed under a certain topic. Many boards use bold or underline for section titles like “CALL TO ORDER,” “FINANCIAL REPORT,” “NEW BUSINESS,” etc., to make the document easy to navigate.

Also, maintain a neutral, businesslike tone throughout the minutes. Minutes should read almost like a formal report — no slang, no inflammatory language, and certainly no partisan or biased commentary. Refer to individuals by their roles or respectfully by name (e.g., “Director Smith” or “John Smith”).

Finally, ensure that each page of the minutes is clearly identified (either in a header or footer) with the condo corporation name and meeting date, in case pages get separated. Number the pages if the minutes run more than one page.

By following a standard format, your condo’s minutes will not only meet legal expectations of “adequate” minutes, but they will also be professional and easy to read — a plus for board members, owners, and anyone reviewing the corporation’s records.

Sample Structure of Board Meeting Minutes (Ontario Condo)

To illustrate the above format, below is a sample set of board meeting minutes. This example is for a fictitious condominium corporation and demonstrates how to structure the minutes and record typical meeting items. (Note: This is an inline text example for reference — in practice, your actual minutes would be in a document format. Also, confidential information is handled as noted.)

This sample demonstrates a structured layout with clear sections (in bold) for each part of the meeting. Motions are highlighted and the outcomes are noted (Carried). Consensus decisions are noted without a motion. A sensitive item (noise complaint) is noted with a remark that it would be redacted for owners, aligning with the legal restrictions discussed earlier. In a real scenario, the redacted copy given to owners might omit the unit number and specifics entirely. By following a similar structure, your condo board’s minutes will be comprehensive, easy to follow, and compliant with Ontario’s requirements.

Common Compliance Mistakes (and How to Avoid Them)

Even well-intentioned boards can stumble when it comes to minute-taking. Here are some common mistakes related to condo board meeting minutes in Ontario — and practical tips on how to avoid them:

• Delaying or Neglecting Minutes: One major pitfall is waiting too long to draft the minutes or, worse, not recording minutes at all. Memories fade quickly; if minutes aren’t written promptly, details and even decisions can be forgotten or recorded incorrectly. Avoidance tip: Draft minutes as soon as possible after the meeting — ideally within a few days while everything is fresh. If the board secretary is too busy, consider delegating the task to the property manager or a professional minute-taker who attends the meeting. Using a recording (audio or video) of the meeting can help fill gaps, but note that the official minutes still need to be written in summary form. Aim to circulate draft minutes well before the next meeting so board members can review them for accuracy. Prompt preparation also ensures you can meet the 30-day window if an owner requests to see the minutes. Remember, failing to keep minutes is a direct breach of the Act, so make this task a priority.
• Including Too Much Detail (or Irrelevant Content): Another mistake is treating minutes like a court transcript — recording every comment, debate, or even irrelevant chatter. Not only does this make minutes painfully long, it can create liability. Detailed attributions of who said what could discourage free discussion or even become evidence in a dispute in ways the board didn’t intend. Avoidance tip: Stick to the facts and decisions. As the saying goes, “minutes should be concise — they record decisions, not discussions.” Focus on outcomes, not dialogue. A good rule of thumb is to ask, “Does this detail help someone understand the decision or action taken?” If not, leave it out. By streamlining the content, you also reduce the chances of errors or controversial statements creeping in. If you worry you’re omitting context, you can always verbally recap key discussion points in the decision wording (e.g., “after discussion of cost vs. benefit, the Board approved X”). Avoid subjective adjectives or commentary (don’t write “the board wisely decided…” or “a heated argument occurred”). Keep it neutral and factual.
• Omitting Key Information: The flip side of too much detail is too little detail. Minutes that only say “various matters were discussed and decisions made” without specifics are inadequate. Common omissions to guard against:
• Failing to record an important motion or vote. If it was decided, it should be in the minutes. For example, forgetting to minute the approval of the budget or a contract is a serious lapse.
• Not noting that a director disclosed a conflict of interest and recused themselves, when that happened. The law requires these disclosures in minutes, and omitting them could raise legal questions later.
• Forgetting to include who was present or that quorum was met — this could even call into question the validity of decisions made at the meeting.
• If an item was deferred or an action was assigned, not recording that leaves everyone unsure later.
• Avoidance tip: Consider using a standard template or checklist for minutes to ensure all vital elements (date, attendance, each motion, etc.) are captured every time. Review the agenda and ensure every agenda item has a corresponding entry in the minutes about what happened with it (even if it was just discussed or deferred). If no decision was made on an item, you can write “Discussion only — no decision at this time” for clarity.
• Not Handling Confidential Items Properly: Many boards struggle with how to minute sensitive topics (like owner misconduct, arrears, lawsuits, or staff issues). A mistake is either to record too much detail in the regular minutes (and then inadvertently share private info) or to go to the other extreme and have completely separate “in-camera minutes” that they never disclose at all. As noted, the CAT has warned against overusing in-camera sessions to withhold records. Avoidance tip: For detailed guidance, see our article on legal compliance for condo minutes in Ontario. Strike a balance with confidential items. It’s okay to have a portion of the meeting designated for “confidential issues” (some agendas list an “In-Camera Session” for board-only discussions). During that part, sensitive details are discussed. You should still minute the general topic and any decision (“The Board discussed a litigation matter [Smith vs. Condo] and agreed to settlement terms as advised by legal counsel.”). Those minutes can be kept as an addendum or within the same document but clearly marked. Later, when an owner requests minutes, you redact the sensitive parts. Do not omit mention of the meeting portions entirely. A good practice is to have a redacted version of minutes ready for sharing, rather than a wholly separate secret minute book. Always consult your condo lawyer if unsure about what must be disclosed versus withheld; but as a rule, withhold only what the law allows (specifics of litigation, personal info, etc.), not entire meetings.
• Improper Approval and Amendment of Minutes: Sometimes boards handle the approval of minutes casually, which can lead to problems. For instance, not formally approving minutes (and just assuming they’re fine) can lead to disputes if a member recalls something differently later. Or, making significant changes to minutes long after the fact (especially without noting the change) can be seen as tampering with records. Avoidance tip: Adopt a disciplined approval process. Always review and approve minutes at the next meeting. If errors or omissions are spotted, correct them via motion (e.g., “Motion to amend the minutes of June 1 to add that Director X left at 8 PM”). Once approved, minutes should not be changed unless the board, at a subsequent meeting, formally amends them (with the amendment noted in those later minutes). Do not allow an individual (e.g., the president or manager) to unilaterally rewrite minutes after they’ve been approved — that undermines their integrity. If an owner or director later disputes the content of approved minutes, the proper approach is to discuss it at a board meeting and decide whether an amendment is warranted (and then document that decision).
• Disorganization and Poor Record-Keeping: Imagine an owner requests minutes from 5 years ago and the corporation cannot find them. Losing track of minutes, keeping them scattered in personal emails or random notebooks, or not backing them up is a serious mistake. Not only does it violate the requirement to keep records, but in case of a legal dispute, missing minutes could impair the corporation’s position. Avoidance tip: Organize and safeguard your minutes. Maintain a master minute book (either a physical binder or a dedicated digital folder) where all approved minutes are stored in chronological order. If physical, keep it in the management office or another secure but accessible place. If digital, ensure files are regularly backed up (and consider PDF format for signed minutes to prevent alterations). It’s wise to have multiple copies (e.g., one with the manager, one with the board secretary). Using a board management software or Minutes App can centralize storage — every meeting’s minutes can be uploaded or created in one secure repository, making retrieval easy. Treat minutes as you would treat important legal documents (because they are).
• Ignoring Owner Requests or Missing Deadlines: If an owner formally requests minutes, the clock starts ticking (30 days to respond under the Act). A mistake is to delay or ignore such requests, which could lead to a records dispute at the CAT. Similarly, charging improper fees or withholding records without valid reason are common pitfalls. Avoidance tip: Be proactive and diligent with records requests. Have a clear internal procedure: when a request comes in, log the date, and ensure the response (providing copies or explaining any redactions) goes out well within the deadline. Use the CAO’s forms and guidelines to calculate any allowable fees. And ensure the board is aware of its obligations — ignorance is not a defense. By handling requests professionally, you avoid legal headaches and build trust with owners.
• Using Unofficial Communication for Decisions: Sometimes boards make small decisions via email between meetings and forget to include them in the minutes later. This is technically a compliance issue, since the Act requires board decisions to be made at meetings (unless your by-laws allow written resolutions). If it happens, a mistake is not to later ratify and record it. Avoidance tip: Minimize off-meeting decisions, but if something is decided by email or informal discussion, always ratify it at the next board meeting and put it in those minutes (e.g., “The Board ratified the decision made on July 1 via email to replace the lobby lights at a cost of $1,200. All directors had agreed via email due to urgency.”). This way it enters the official record.

By staying alert to these common mistakes, your board can improve its minute-taking compliance. In essence, be timely, accurate, thorough, but concise, and respect the rules around confidentiality and owner access. When in doubt, consult legal advice or best practice resources — it’s easier to do minutes right the first time than to fix problems later. And remember, tools like templates or Minutes App can help enforce consistency and completeness, reducing the likelihood of errors.

Using Technology to Streamline Minute-Taking

Taking meeting minutes used to mean scribbling notes by hand or typing frantically as people talked. Tech tools like the Minutes App can make minute-taking easier, faster, and more compliant. The Minutes App is a digital recording secretary that automates production of meeting minutes from your recording — generating a well-structured, compliant draft for the board to review and approve.

Embracing technology doesn’t mean you lose control — it means you gain efficiency. For volunteer board members or managers who juggle multiple condos, using a minutes automation tool can be a game-changer.

Sources

• Condominium Act, 1998, S.O. 1998, c.19 – §§32, 40, 43, 55 (Ontario)
• Condominium Authority of Ontario – Meeting Minutes (Corporate Records Guide)
• Canadian Condominium Institute (CCI) Grand River – “Wait a Minute – What is the Deal with Minutes?” (2021)
• SimpsonWigle Law / SV Law – Analyses on records and minutes, including CAT decisions
• GPM Management – “The Condominium Corporation’s Minutes” (Sample format)