Author: Matt McEwan

organizational meeting

What is an Organizational Meeting?

Posted on by Matt McEwan

What is an Organizational Meeting?

Posted on by Matt McEwan

Every great board or committee begins with one thing: the organizational meeting. It is the humble beginning that will establish the structure, authority, and direction of the group for the future.

What is an Organizational Meeting, and why is it Important?

An organizational meeting is the first formal meeting for a newly formed board, committee, or other governing body. It is the meeting that allows the group to specify leadership roles, delineate decision-making processes, and establish key operating ground rules. Sometimes, it is called an inaugural meeting, a turnover meeting, a board organization meeting, or a post-election meeting. Regardless of the name, the function is the same: establishing order and clarity from the onset.

Given the importance of this meeting, it is equally important that the meeting be prepared for with the utmost care and accurately documented.

What’s on the Agenda?

The agenda for an organizational meeting often involves significant governance decisions, such as:

  • Electing officers, the chair, secretary, treasurer, and other significant posts
  • Scheduling meetings and other important activities
  • Voting on or reviewing bylaws and notable policies to guide the organization’s work
  • Reviewing or confirming professional service providers such as community managers, auditors, or lawyers
  • Granting signing authority over bank accounts and other legally binding documents
  • Determining strategic priorities

The agenda for an organizational meeting acts as a checklist of the items the board or other group needs to consider and that are required to help it function effectively.

When Should an Organizational Meeting be Held?

Typically, organizational meetings are held at crucial transition points, such as:

  • Directly following an annual general meeting (AGM), especially after the election of new board members
  • Following the incorporation of a new organization, association, or corporate entity
  • After a significant restructuring, e.g., a merger, acquisition, or executive change

Which Industries Require Organizational Meetings?

Organizational meetings are common in sectors where boards or governing groups are entrusted with the supervision of an organization. These include:

  • Condominium and strata boards
  • Homeowners’ associations (HOAs)
  • Non-profit and charitable organizations
  • Municipal committees and commissions
  • Indigenous government groups and economic development corporations
  • Recently formed corporations or partnerships
  • Professional or industry associations

Where there is a formal governance structure, there is usually an organizational meeting.

How Long are Organizational Meetings?

Organizational meetings are typically brief and streamlined, and often last between 15 and 60 minutes. The length of the meeting will depend on:

  • The number of agenda items
  • Experience level of participants 
  • The extent of prior preparation or the direction provided

If a board is well-prepared, these meetings can move quickly and precisely through important decisions.

What Should be Included in the Minutes?

Minutes from an organizational meeting should include:

  • A record of all attendees (including outgoing and incoming board members, if there are any)
  • Assignments and designations, such as signing authority or membership in a committee
  • Adoption of bylaws, meeting schedules, or other governing documents
  • The timetable and agenda for future meetings
  • Motion, seconders, vote results, and any other crucial procedural process

Other Minute-Taking Considerations for Organizational Meetings

The outcomes of organizational meetings are long-term in nature, and therefore, professional and detailed documentation is essential. Before the meeting, minute takers should clarify:

  • Whether you are employing Robert’s Rules of Order or a different procedural framework
  • Whether particular votes or resolutions require complete records (e.g, roll-call votes or special resolutions)

When writing the minutes, minute takers need to:

  • Be objective, since the minutes may be later referred to during a dispute or audit
  • Document any conflicts of interest, abstentions, or irregularities
  • Use formal language for noting appointments, mandates, and resolutions

Objectivity and precision are especially important during the election of officers and while documenting functions concerning legal authority.

The Value of Accurate Documentation

Minutes from an organizational meeting are typically legally binding, and precision is key:

  • Banks may ask for certified minutes to confirm who is authorized to sign on an organization’s behalf 
  • Regulators or auditors may rely on them to review the board’s legitimacy, decisions, and procedures
  • Future leaders can go through these records to understand the board structure and intentions 

Incomplete or disorganized minutes can lead to misunderstandings or render a decision void. Precise documentation of a meeting will protect the organization and facilitate the effective transition of the governing body. 

Final Takeaway 

Meetings at the organizational level can seem procedural, but are indispensable. This is because they fashion a new board’s power, determine continuity, and solidify the governing responsibility of the organization. 

A knowledgeable minute taker brings discipline to organizational meetings as well as objectivity and precision. Which, in turn, ensures accurately recorded meeting minutes that are legally sound and by best practices. It’s important to remember that how you start will often define how you will take charge of the sphere of governance.

Let us take care of your organizational meeting minutes—precise, professional, and ready when you need them.

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Take your skills further with our Minute Taking Fundamentals training, an online course designed to help administrative staff and board members master the process.

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Why We Use the Oxford Comma

Posted on by Matt McEwan

Why We Use the Oxford Comma

Posted on by Matt McEwan

If you’ve ever paused mid-sentence and wondered whether that last comma before “and” really matters, you’re not alone. That punctuation mark, called the Oxford comma, has sparked debates in courtrooms, classrooms, and newsrooms alike.

At Minutes Solutions, however, we use the Oxford comma. Always. Here’s why.

First, What Is the Oxford Comma?

The Oxford comma (also called the serial comma, series comma, or Harvard comma) is the comma that is placed immediately before the final conjunction—usually “and”, “or”, or “nor”—in a list of three or more items. For an example, look at the next sentence:

“We brought notebooks, pens, and highlighters.”

The comma after “pens” is the Oxford comma. Some people skip it. We don’t.

Clarity Is King

Without the Oxford comma, meaning can get muddy fast. Take this example:

  • Without Oxford comma: “She dedicated the book to her parents, Oprah and Einstein.”
  • With Oxford comma: “She dedicated the book to her parents, Oprah, and Einstein.”

The first version makes it sound as though the author’s parents are Oprah and Einstein. The second version? Clear as day.

When you’re writing for meeting minutes, contracts, or public records, ambiguity isn’t just inconvenient. It’s risky. The Oxford comma adds a small, but powerful layer of clarity that helps your words do exactly what they’re meant to do: communicate.

It’s Not Just About Grammar, But About Trust

When we write something down, especially on behalf of others, we’re creating a record. Readers assume that record reflects what was intended, not just what was typed. That’s why consistency and precision matter.

Using the Oxford comma signals that we’ve thought carefully about how we write each sentence. The Oxford comma is a mark of diligence: a mark that quietly supports credibility, professionalism, and trust.

A Comma That’s Been to Court

In 2018, a group of Maine truck drivers won a $5-million lawsuit because of one missing comma in a labour law. The absence of an Oxford comma changed how the law was interpreted. The courts ruled in favor of the drivers.

This was the portion of the law in question:

“The canning, processing, preserving, freezing, drying, marketing, storing, packing for shipment or distribution of:

(1) Agricultural produce;

(2) Meat and fish products; and

(3) Perishable foods.” 

Because there was no comma between “shipment” and “or distribution,” the court interpreted the phrase as referring only to the act of packing, not distributing. Even though the drivers distributed the goods and didn’t pack them as well, the drivers were eligible for overtime.

That single punctuation mark meant the difference between denied and approved overtime pay.

Even the Digital World Is on Board

Grammar checkers, from Microsoft Word’s tool to Grammar.ly to browser based AI tools, usually default to Oxford comma recommendations. The Oxford comma is now widely recognized as a best practice, and not a personal preference.

Final Thought: The Smallest Mark With the Biggest Impact

Minutes Solutions uses the Oxford comma because it makes writing clearer, cleaner, and more reliable. When you’re responsible for documenting decisions, capturing outcomes, or creating permanent records, clear and reliable is exactly what you want.

While it may be tiny, the Oxford comma does a lot of heavy lifting. We’re happy to keep it on the job.

WEBINAR: Ask the Experts: Modernizing Association Governance

Posted on by Matt McEwan

WEBINAR: Ask the Experts: Modernizing Association Governance

Posted on by Matt McEwan

If you’re looking to strengthen and modernize your association’s governance practices, this webinar is for you. Join our panel of experienced professionals, including:

Together, they share insights on boosting efficiency, embracing technology, and refining best practices. Highlights include:

  1. Today’s Governance Landscape
    A look at evolving expectations, trends, and the realities faced by associations.
  2. Technology Solutions
    Meeting platforms, cloud-based collaboration, and automated workflows that streamline processes.
  3. Membership Data Management
    Approaches to storing, updating, and utilizing data more effectively.
  4. Operational Best Practices
    Tips on standardizing procedures, clarifying responsibilities, and maintaining compliant records.

Practical Takeaway

With the right tools and tactics in place, associations can evolve their governance to be more agile, transparent, and member-focused. Watch this webinar to learn how technology and strategic processes can simplify day-to-day operations and keep your organization on a path of continual growth.

Watch Here

CASE STUDY: CSAE Improves Governance and Boosts Productivity with Minutes Solutions

Posted on by Matt McEwan

CASE STUDY: CSAE Improves Governance and Boosts Productivity with Minutes Solutions

Posted on by Matt McEwan

Organization: The Canadian Society of Association Executives (CSAE)

Industry: Professional Associations / Non-Profit

Challenges

  • Taking minutes prevented staff and leadership from focusing on core tasks and projects.
  • Reliance on staff to attend each meeting while performing multiple duties simultaneously, including taking minutes, managing the technical aspects of virtual meetings, and actively participating in discussions.
  • Ensuring accuracy and prompt completion of the meeting minutes.
  • An inefficient and time-consuming minutes approval process caused by unclear and incomplete information.

Results

  • Overall meeting documentation and adherence to best practices improved significantly, allowing CSAE to present a model of good governance practices to its members.
  • Much greater meeting efficiency, both in the minute-taking process and in allowing the executive team to fully engage in the meeting proceedings.
  • With an improved workflow, the time saved on the minute taking, editing, and approval process was used by the finance team to complete the annual audit, as well as month-end and year-end tasks.
  • The administrative team was able to focus on providing in-meeting tech support and spend more time assisting members outside of meetings.

Enhancing Association Excellence

The Canadian Society of Association Executives (CSAE) is a not-for-profit professional membership organization that serves association professionals and suppliers in Canada. CSAE offers robust networking and learning opportunities, both online and in person, including an educational program leading to the Certified Association Executive (CAE®) designation.

“We also produce publications, conduct research, and pursue other knowledge transfer opportunities to keep members informed about the latest trends, innovations, and best practices in the sector and beyond,” says Melissa McGuckin. Melissa is an Executive Assistant at CSAE, and she leads executive support for the President & CEO, Board of Directors, and Board Governance Committees.

Recognizing the significant amount of time involved in taking minutes and the need to improve the quality of their meeting minutes, CSAE turned to Minutes Solutions. CSAE’s primary objectives were to streamline the minute-taking process for their board meetings and annual general meetings (AGMs), as well as to ensure important action items were properly documented. “The administrative or executive assistant would record the meeting minutes,” Melissa says. “At times, the administrative/executive assistant would also be responsible for simultaneously facilitating other aspects of the meeting such as screen-sharing, coordinating logistics for virtual and in-person meeting access, etc.” CSAE aimed to not only improve their own minute-taking process but to also provide a valuable resource for members looking for a better way of producing high-quality meeting minutes.

Navigating Remote Realities

The COVID-19 pandemic forced organizations worldwide to transform their work environments, and the CSAE was no exception. With the shift to remote work and virtual/hybrid board meetings, CSAE realized the need for a reliable minute-taking service.

Casey Pope, who manages the awards and recognition program and end-to-end volunteer experience, says, “CSAE is always considering opportunities to improve efficiency and leverage resources to adopt and promote to our members to advance association excellence.”

Since entrusting Minutes Solutions to minute all their meetings, CSAE has seen significant improvements in “meeting efficiency, accurate documentation of motions, clear action items, and follow-up information.” As one step in their preparation, Minutes Solutions requires a meeting package to be provided to the minute taker before the meeting so “we did not have any reservations regarding knowledge about the organization or meeting discussions,” Casey says.

“When we first started working with Minutes Solutions, we were only comparing it to the current practice of taking minutes and saw the partnership as a great opportunity to improve our best practices and to be a model for continuous improvement to our members.”

Seamless Integration

Replacing a process that has existed in an organization for a long time can be daunting, but CSAE’s experience was anything but. The Minutes Solutions team worked collaboratively with CSAE, creating an experience that was “efficient and provided an easy transition from the old way to the new,” says Melissa.

The initial onboarding process involved CSAE’s President & CEO, the partnerships team, and an administrative assistant. Before implementation, “the Board was also informed of the changes to the minute-taking practices,” Casey says – and they were quick to adopt the new process.

“CSAE has worked collaboratively with Minutes Solutions since 2020. Over the years, we have continued to successfully work with Minutes Solutions for our Board meetings, Board governance meetings, and AGMs.”

Before choosing Minutes Solutions to meet their minute-taking needs, CSAE did not have experience using an external service or tool, but both the CSAE team and Board were quick to get on board with the new practice. Casey says there has been positive feedback from the Board on the experience, and they immediately saw an improvement in the minutes.

Unlocking Operational Efficiency

Delegating minute-taking to Minutes Solutions has proven invaluable for CSAE, allowing teams to focus on core responsibilities. Casey explains that the finance team can dedicate more time to critical tasks, such as audits, while administrative staff can provide enhanced member support and technical assistance during meetings. “This has been especially beneficial for our AGM and meetings that occur post-AGM where recording is crucial.”

“The team from Minutes Solutions is always wonderful to work with. Whether it’s organizing a meeting or interacting with the minute-takers themselves, we know that we’ll always receive accurately recorded minutes as well as courteous and kind service.”

According to Melissa, using Minutes Solutions has been a time saver, allowing the staff and leadership team to participate fully in meetings and accomplish more as a whole. “Each year, CSAE provides the minutes from the previous year’s AGM to our membership. Having the ability to trust the accuracy and efficiency with which Minutes Solutions produces our minutes has allowed us to quickly provide information to the membership regarding decisions that were made and decreased the amount of time our administrative team needs to edit, update, and get information out, both internally and externally.”

Casey mentioned that CSAE continually receives positive feedback from the board members, volunteers, and members. “Our board members are happy and enjoy having Minutes Solutions as a partner. They understand how important it is to have accurate minutes as Executive Directors and CEOs in their own associations. I find it easy to schedule Minutes Solutions, as have others on the team who have gone through the process. We find it to be a quick, easy, painless solution that makes minute-taking an easy task.”

Amplifying Organizational Productivity

With Minutes Solutions, CSAE has transcended previous challenges of time-consuming minute-taking and editing, allowing them to achieve greater operational efficiency. Melissa underscores the peace of mind derived from relying on a trusted source for accurate and timely minutes, ultimately increasing productivity and reducing internal stress.

“I would say if you’re an organization that requires minute-taking, have a small staff, would like speed, ease, clarity, and increased peace of mind, or work on tight deadlines, then Minutes Solutions is a fabulous option. It’s something that our organization has found beneficial to increasing productivity while decreasing internal workload and stress.”

man presenting during a meeting

What Makes a Good President’s Report at a Condo AGM?

Posted on by Matt McEwan

What Makes a Good President’s Report at a Condo AGM?

Posted on by Matt McEwan

A well-prepared President’s Report provides owners with a clear, high-level overview of the condominium corporation’s progress, challenges, and priorities while helping build trust in the board’s leadership.

At a condominium Annual General Meeting (AGM), owners are looking for reassurance, transparency, and signs that the board understands the community’s needs. A strong report helps translate a year of board work into an update owners can actually follow. It should inform, educate, and reinforce confidence without becoming too technical or too long.

Who Is the President’s Report For?

The President’s Report is prepared primarily for unit owners, though it may also be reviewed by property managers, board members, auditors, and other stakeholders involved in the corporation’s operations.

Because condominium communities often include owners with varying levels of familiarity with governance, financial reporting, and operational matters, the report should balance professionalism with accessibility. The goal is to communicate important information clearly without relying heavily on technical or legal terminology.

An effective report acknowledges that owners bring different levels of engagement and understanding to the AGM and aims to ensure all attendees leave with a clearer understanding of the corporation’s direction and priorities.

What Is the Purpose of a President’s Report?

The President’s Report functions as a high-level communication tool that helps owners understand what the board has done, what challenges it is managing, and what comes next.

At its best, the report serves three core purposes:

  • Inform owners: Summarize major projects, decisions, and results from the past year
  • Educate the community: Explain key issues, responsibilities, or decisions in plain language
  • Build trust: Show owners that the board is transparent, prepared, and focused on the community’s interests

The AGM is often one of the few times the board communicates directly with the ownership as a whole, so a well-prepared report can shape how owners view the board’s competence and credibility.

What Should a President’s Report Include?

A strong President’s Report usually includes a small number of clear, high-value sections rather than a long list of disconnected updates.

Common elements include:

  • Opening remarks: A brief welcome and acknowledgment of key contributors
  • Year in review: A summary of important accomplishments, improvements, or completed projects
  • Challenges and resolutions: Honest discussion of ongoing issues and how the board is responding
  • Financial and operational context: High-level explanation of major financial or operational developments
  • Future priorities: A look at what the board is focusing on next
  • Recognition: Appreciation for staff, volunteers, managers, or fellow board members where appropriate

The most effective reports do not try to replace the financial statements, manager’s report, or meeting minutes. Instead, they connect the most important information into a clear narrative that owners can follow.

How Can You Make a President’s Report Easier for Owners to Follow?

To make a President’s Report easier to follow, keep it clear, focused, and designed for a mixed audience.

Best practices typically include:

  • Simplifying complex concepts
  • Using plain language instead of industry jargon
  • Giving enough context without overwhelming the audience
  • Focusing on key takeaways rather than every detail
  • Using visuals selectively when they improve understanding

For example, if the board wants to explain a major repair project, reserve fund issue, or bylaw-related decision, it helps to explain what changed, why the board acted, and what owners should understand going forward. This is where thoughtful structure matters as much as the information itself.

What Can Weaken a President’s Report?

A President’s Report becomes less effective when it is vague, overly long, too technical, or too one-sided.

Common problems include:

  • Glossing over challenges and making the report sound incomplete
  • Overloading owners with detail that is better suited to another document
  • Relying on jargon or unexplained legal and financial terms
  • Presenting updates without enough context to make them meaningful
  • Sounding defensive, informal, or poorly prepared

These issues can make owners feel excluded rather than informed. In some cases, they can also create the impression that the board is not fully in control of the issues affecting the community.

How Should the President Deliver the Report?

The strongest President’s Reports are delivered with clarity, confidence, and a focus on owners’ concerns.

A few practical delivery tips include:

  • Start with a clear purpose
  • Keep the report concise
  • Use slides only when they support understanding
  • Be honest about unresolved issues
  • Explain complex decisions in simple terms
  • Rehearse aloud before the meeting

Delivery matters because even a well-written report can lose impact if it feels rushed, disorganized, or overly scripted. Owners should leave the AGM feeling informed and reassured, not overwhelmed.

Make Your AGM Easier With Professional Minute Taking

Preparing the President’s Report is just one of many responsibilities your board manages before the AGM. While you’re focused on communicating the corporation’s progress, priorities, and plans for the future, Minutes Solutions can take minute taking off your plate.

Our professional condominium and HOA minute takers attend your AGM and prepare clear, accurate minutes that capture the decisions and discussions from the meeting. With one critical administrative task handled by experienced professionals, your board can stay focused on engaging with owners and delivering an effective Annual General Meeting.

Contact Minutes Solutions to learn how our AGM minute-taking services can help your board save time and ensure your meeting records are complete, professional, and reliable.

Frequently Asked Questions

What is a President’s Report at a condo AGM?

A President’s Report is a high-level presentation delivered at the AGM that summarizes the corporation’s progress, challenges, and priorities for owners.

What should be included in a President’s Report?

It should typically include a year-in-review summary, major accomplishments, key challenges, future goals, and recognition of important contributors.

Why is the President’s Report important?

It helps owners understand the board’s work, builds trust through transparency, and gives the community a clearer picture of the corporation’s direction.

How long should a President’s Report be?

It should be long enough to cover key updates clearly, but concise enough to hold attention and leave detailed discussion to the rest of the AGM or Q&A.

master your next Ontario condo AGM

How to Master Ontario Condo AGMs: From Compliance to Community Building

Posted on by Matt McEwan

How to Master Ontario Condo AGMs: From Compliance to Community Building

Posted on by Matt McEwan

Annual General Meetings (AGMs) are one of the most important events in the annual calendar of an Ontario condominium corporation. AGMs are where owners review financial statements, elect board members, and hear updates about their property. Yet, for all their importance, AGMs can be tricky to execute smoothly. Done well, an AGM can inspire confidence and foster a sense of community. Done poorly, it risks becoming a breeding ground for distrust and frustrated, unhappy owners. If you’ve ever felt the weight of getting it just right, you’re not alone. But the good news is thaat running a great AGM isn’t about perfection—it’s about preparation.

We’ve put together a detailed guide to organizing an efficient AGM that’s not just compliant with Ontario’s Condominium Act but acts as a vehicle for engaging your community.

Start Strong by Nailing the Notification Process

The first and most critical step to a successful AGM is ensuring owners are properly informed and engaged. Ontario’s Condominium Act, 1998 mandates a two-step notification process. First, a preliminary notice of meeting must be sent out at least 20 days before the notice of meeting. This initial notice informs owners of the meeting’s date and purpose and invites them to submit items for the agenda or candidacies for the board. The notice of meeting, containing all the finalized meeting details, must follow at least 15 days before the AGM. We suggest sending the notice of meeting 20–25 days ahead of the AGM to give owners additional time to prepare by reviewing materials and submitting proxies. Remember, clear and timely communication sets the tone for the entire AGM.

Your AGM notice package should include:

  • The date, time, and location (or virtual meeting access details).
  • A proxy form to allow owners to delegate their voting rights.
  • Key documents like the auditor’s report, financial statements, and the motions up for vote.
  • Bios and platforms for candidates running for the board (if applicable).

Thanks to amendments to the Condo Act made permanent by Bill 91, you can send notices by e-mail. This method is not only faster but can also increase engagement, especially if paired with reminders closer to the meeting date. You can also host a pre-meeting Q&A session a week before the AGM to allow owners to raise questions early and reduce disruptions during the meeting.

Overcoming the Struggle of Achieving Quorum

Quorum is the silent antagonist of AGMs everywhere. For Ontario condominiums, quorum—the minimum number of owners required to proceed with the meeting—is 25% of units. Achieving quorum can be one of the biggest hurdles boards face, especially in larger buildings where owner engagement may be low.

Here are some suggestions to boost turnout:

  • Collect Proxies Early: Encourage owners to submit proxies as soon as they receive the notice. Distribute clear proxy instructions with the meeting notice and follow up with reminders through e-mail, your community portal, or physical flyers.
  • Offer Incentives: Make the meeting more appealing by providing light refreshments for in-person AGMs or offering small incentives like door prizes or raffles for those who attend virtually or submit proxies.
  • Knock on Doors: For condominiums with historically low turnout, consider creative outreach efforts like door-to-door reminders or casual pre-AGM chats to build interest and foster community involvement.
  • Consider the Time of Year: Timing also plays a role. Spring and fall tend to be the busiest times for AGMs, so schedule early and secure your quorum-building strategies well in advance.

Choosing the Right Venue or Technology

Your choice of venue or platform can seriously impact the AGM experience. For in-person meetings, book a space that is:

  • Accessible to all owners, including those with mobility challenges.
  • Sized to comfortably fit your expected turnout (don’t forget a bit of wiggle room for latecomers).
  • Conveniently located for the majority of owners.

If you choose to offer refreshments, keep it simple. Items like coffee, tea, and snacks are easy and cost-effective. While not required, this small gesture can make a big difference in creating a welcoming environment for members of the community, especially newcomers.

For virtual or hybrid AGMs, technology is key. Use a reliable video conferencing platform that supports real-time interaction and electronic voting, such as Zoom or GetQuorum. Test your setup well in advance—from the platform to the microphones, cameras, and screen sharing. Make sure to include clear login instructions with your notice to ensure owners can join easily.

Managing the Flow of the Meeting

Ever wonder why some AGMs feel seamless while others drag on for hours? It’s all about flow—and preparation. Ontario condominium AGMs generally follow this structure:

  1. Call to Order: Confirm quorum and officially begin. Use this moment to set expectations for timing and decorum.
  2. Approval of Previous Minutes: Review and vote to approve the minutes from the prior AGM.
  3. President’s Report: Share highlights and challenges from the past year. Incorporate visuals, like slides or graphs, to keep owners engaged.
  4. Financial Overview: The auditor presents the financial statements and answers questions. Visual aids and clear summaries make these complex documents easier to digest.
  5. Elections: Arguably the most anticipated (and sometimes contentious) part of the meeting. Share candidate bios in advance and use pre-set polling questions if voting is electronic.
  6. Public Comments: Open the floor to owners’ questions and concerns. Set ground rules early, limit speaking times, and recap key takeaways after each major topic to maintain focus.
  7. Adjournment: Close the meeting officially and thank the participants. End with a reminder about follow-up materials, like post-meeting summaries or updates.

Minute-taking during this process is essential. Accurate minutes are a legal requirement and serve as the official record for decisions, capturing key points like quorum confirmation, motions, and voting results. A professional minute taker is a worthwhile investment that allows the Board to ensure objectivity and completeness.

Handling Public Comments and Difficult Owners

The public comments section can be the most unpredictable part of an AGM. While it’s important to provide owners with a platform to voice concerns, this segment can easily derail without proper management. Here’s how to keep things civil when tensions run high:

  • Set Ground Rules: Establish rules at the start of the meeting, such as time limits for comments, and remind owners to keep questions relevant and respectful.
  • Use a Moderator: A neutral party—like a meeting moderator—can help manage time and keep discussions on track.
  • Address Disruptions Calmly: If an owner becomes disruptive, acknowledge their frustration but stay firm and remind them of the need for order. Offer to address complex issues privately after the meeting to avoid derailing the agenda.

For particularly contentious topics, consider inviting a third-party expert, such as a lawyer or consultant, to provide objective insights. Their presence can defuse conflict and lend credibility to your responses. Remember, transparency builds trust. When you’re fielding tough questions, the act of listening—and responding thoughtfully—goes a long way.

Following Up After the Meeting

Your AGM isn’t over when the meeting adjourns. Following up effectively is just as important:

  • Share a Summary: Distribute a recap of key decisions, including voting results, within a week of the AGM.
  • Owner Survey: Ask for feedback on how the meeting went and what could be improved next time.
  • Action Plan: Ensure all resolutions and next steps are acted on promptly. Have a clear and transparent dispute resolution process in place for post-meeting grievances.
  • If you held a virtual AGM, consider sharing a password-protected recording for owners who couldn’t attend.

Final Tips for Success

Think of preparation as a safety net: Start planning your AGM months in advance. Secure the venue or virtual platform, gather documents for distribution, and confirm attendance with your board members and key stakeholders. Ensure your professional minute-taking service is reserved well in advance to ensure availability and be sure to provide them with whatever documents they require. On the day of the AGM, arrive early (or log in early) to troubleshoot any potential hiccups.

For virtual and hybrid meetings, assign someone to act as tech support to resolve any issues quickly and minimize disruptions during the meeting. If there are glitches, you’ll want someone ready to step in while you focus on the meeting itself.

Check your by-laws for rules relating to quorum thresholds or meeting formats. Consider providing materials in multiple languages or arranging for a translator if you are in a diverse community. By combining thorough preparation, clear communication, and proactive problem-solving, you can transform your AGM from a routine obligation into a cornerstone event for your condominium.

Lastly, lean into the details, and don’t forget to add that welcoming cup of coffee or perfectly timed online poll—it’s the little things that make a big difference.

The Importance of Accurate Records for Community Associations

Posted on by Matt McEwan

The Importance of Accurate Records for Community Associations

Posted on by Matt McEwan

Most community managers and volunteer directors do not become involved in the industry because they are excited about maintaining complete and accurate records of condominiums and homeowner’s associations (HOAs). However, despite the tedious and time-consuming nature of proper record keeping for community associations, its importance can’t be understated.

Without accurate records, community associations are not only at risk of damaging consequences but also, they can never live up to their full potential. Good records provide the context needed to make informed decisions, protect stakeholders,  establish compliance, and enable the efficient operation of condominiums and HOAs.

Why Records Matter: Building a Foundation of Trust and Efficiency

Effective records provide a reliable institutional memory for associations, ensuring that every key decision, financial record, and action taken is documented and accessible. They establish a transparent history, showing residents, auditors, and legal entities alike that the association is accountable and compliant with regulations.

Community association boards typically experience frequent turnover and the regulatory environment is only becoming more complex. Given these challenges,  robust records help maintain continuity, support decision-making, and serve as a vital resource for new board members or community managers.

The Risks of Inadequate Recordkeeping

When records are disorganized or incomplete, community associations can be affected in both obvious and surprising ways. Here are the critical areas where associations face real consequences if records fall short:

1. Loss of Corporate History and Knowledge

Relying on the memory of board members or managers for past decisions is unreliable and unsustainable, especially given frequent board turnover. When decisions aren’t properly documented, crucial knowledge is lost, leading to confusion, poor continuity, and difficulty understanding past actions. This knowledge gap can impair strategic planning, slow down projects, and lead to decisions being revisited repeatedly.

2. Increased Legal and Financial Exposure

Inadequate records can create serious problems for board members, especially when it comes to legal or financial scrutiny. Community associations are required by law to maintain thorough and accurate documentation, and if they come up short, the consequences can be costly. Without the right records, an association or manager can face fines, sanctions, or even lose footing in a legal dispute. Imagine needing to produce key documents during an audit or in response to a homeowner’s request—if those records aren’t accessible or complete, it can lead to penalties that take a direct toll on the community’s budget and overall resources. This is why maintaining accurate records is more than just a good habit; it’s essential protection for your community’s future.

3. Reduced Efficiency and Productivity

Without an efficient system, community managers may spend hours searching for records, reducing productivity and delaying responses to resident inquiries or other essential tasks. Employees spend too much time in their workweek searching for lost documents—time that could otherwise be dedicated to supporting the community. Disorganized records drain valuable resources and complicate otherwise simple operations, impacting the overall effectiveness of management.

4. Delayed or Incomplete Responses in Critical Situations

In emergencies—such as natural disasters, sudden legal inquiries, or urgent resident concerns—rapid access to accurate records is essential. A lack of properly organized records can slow response times, impacting the association’s ability to act promptly and protect the community. Similarly, delays in accessing or sharing records during audits or legal matters can put the association at risk, straining credibility and accountability.

The Role of Accurate Minutes: Safeguarding Decisions and Actions

Meeting minutes are some of the most valuable records an association has. Done right, they give a clear, straightforward picture of what decisions were made, what actions were agreed upon, and who’s responsible for what. Think of them as the community’s official record book—not a transcript of every word, but a smart summary of the essential points. Good minutes keep everyone on the same page, make follow-up easier, and offer a credible record if questions or disputes arise.

They should capture what was done—not necessarily who said what—to keep the focus on outcomes rather than individual commentary. This approach helps reduce liability and maintains a clear, objective record that boards can rely on for years to come.

Minutes should always:

– Document attendance, motions, votes, and decisions

– Avoid personal commentary or subjective opinions

– Clearly state any assigned action items or next steps

Poorly kept minutes expose managers, directors, and communities to unnecessary risk. In the event of a dispute, missing records or meeting minutes that don’t provide just the right amount of context can weaken a community’s position.

Best Practices for a Reliable Recordkeeping System

Associations can mitigate risks by establishing a recordkeeping system that prioritizes accuracy, accessibility, and regulatory compliance. Here are key practices to keep in mind:

– Implement a Clear Retention Policy: Associations should have a structured policy that outlines the specific retention periods for each type of document, from financial statements to meeting minutes. Local laws and community specific rules often mandate these periods, so it’s essential to consult legal standards and governing documents.

– Invest in Digital Recordkeeping: Digital storage allows for efficient organization and retrieval, reduces physical storage needs, and makes it easier to share information with residents or auditors. When using digital systems, ensure all files are backed up regularly and access is password-protected to maintain security.

– Conduct Routine Audits of Records: Regularly reviewing records helps identify any gaps, errors, or areas where documentation may be missing. Routine audits ensure that all documentation is complete and up to date, preparing the association for any record requests or legal needs that arise.

– Engage Professional Minute-Taking Services: For critical records such as meeting minutes, professional minute-taking services ensure impartial, precise documentation aligned with industry standards and maintain consistency in recordkeeping. This extra layer of accuracy ensures that minutes reflect actions taken without bias or unnecessary detail, which can prevent potential liability issues.

Protecting Your Community Through Better Recordkeeping

Poor recordkeeping can lead to real challenges that ripple through a community association, affecting everything from legal protection to financial health and everyday operations. By putting strong recordkeeping practices in place, investing in systems that make organization easy, and relying on professional services such as those from Minutes Solutions, communities can protect their operations, avoid unnecessary risks, and build trust with residents.

At Minutes Solutions, we specialize in minute-taking services that deliver:

– Compliance and Accuracy: Minutes that meet regulatory standards and are ready for legal use.

– Efficiency and Accessibility: Organized records that simplify responses to residents and auditors.

– Accountability and Transparency: Clear, action-focused minutes that build resident trust.

Protect your community and its hard work by prioritizing accurate, reliable records. Contact Minutes Solutions today to learn how we can support your association with professional and objective minute-taking services.

accurate meeting minutes in local government

The Importance of Accurate Meeting Minutes in Local Government

Posted on by Matt McEwan

The Importance of Accurate Meeting Minutes in Local Government

Posted on by Matt McEwan

Accurate and timely meeting minutes play a vital role in local government, where decisions impact entire communities. These records serve as more than a summary of discussions—they are essential to ensuring transparency, accountability, and effective governance. In this article, we’ll explore the importance of thoroughly documenting government meetings and how this practice helps maintain public trust while supporting the smooth functioning of local government operations.

1. Ensuring Legal Compliance

Meeting minutes serve as the official record of governmental actions and decisions. This documentation is not merely a formality; it is a legal requirement. Many jurisdictions have open meeting laws, often referred to as Sunshine Laws, which mandate transparency in government operations. Accurate and timely minutes ensure that these laws are adhered to, safeguarding the government from legal challenges and ensuring that decisions are recorded and implemented according to the rule of law.

2. Promoting Transparency and Accountability

In a democratic society, transparency is the cornerstone of public trust. Citizens have the right to know how decisions that affect their lives are made. By providing a clear and accessible record of government proceedings, meeting minutes promote transparency, allowing the public to understand the rationale behind decisions. This, in turn, holds government officials accountable, as their actions and decisions are on public record.

3. Providing a Reference for Future Decisions

Governance is an ongoing process where past decisions often influence future actions. Accurate meeting minutes provide a reliable reference for future decision-making. They offer context and continuity, ensuring that officials can review and understand the considerations that led to previous decisions. This continuity is vital for consistent and informed policy-making.

4. Facilitating Dispute Resolution

In any government setting, disputes and challenges are inevitable. Whether it’s a legal challenge to a decision or a disagreement among officials, accurate meeting minutes can serve as critical evidence. They provide a factual record of what was discussed, decided, and approved, helping to resolve disputes efficiently and fairly.

5. Encouraging Public Engagement

Active citizen participation is essential for the health of any democracy. Up-to-date meeting minutes enable citizens to stay informed about local government activities, fostering a more engaged and informed public. When citizens can easily access and review the minutes, they are more likely to participate in governance, attend meetings, and contribute to the decision-making process.

6. Preserving Historical Records

Meeting minutes are a vital part of a local government’s historical record. They document the evolution of policies, the response to community needs, and the changes in governance over time. This historical record is invaluable not only for current decision-makers but also for future generations, providing insights into the development and growth of the community.

7. Enhancing Government Efficiency

Efficiency in government operations is greatly enhanced when meeting minutes are promptly recorded and easily accessible. Clear and accurate minutes ensure that everyone involved in governance has a shared understanding of previous decisions and ongoing discussions. This prevents misunderstandings, reduces the need for repeated discussions, and streamlines the decision-making process.

8. Supporting Cross-Departmental Awareness

Decisions made by one committee or department often impact others in government. Well-documented meeting minutes keep staff informed about developments in areas that affect their work, ensuring they have the context needed to understand how changes might influence their responsibilities. This fosters better coordination, reduces conflicts, and promotes more efficient operations across departments, leading to improved outcomes for the community.

9. Meeting Compliance with Funding and Grant Requirements

Local governments often rely on grants and external funding from other levels of government to support various initiatives. Many of these funding sources require detailed documentation of government actions and decisions. Accurate meeting minutes are crucial in meeting these requirements, ensuring that the government can secure and maintain the necessary funding.

10. Protecting Against Liability

Finally, accurate and well-maintained meeting minutes can protect local governments and their officials from liability. By clearly documenting the decision-making process, meeting minutes provide evidence that actions were taken in accordance with the law and based on due diligence. This can be crucial in defending against legal claims or allegations of misconduct.

Conclusion

In conclusion, prompt, accurate, and up-to-date meeting minutes are essential for the effective and transparent functioning of local governments. They ensure legal compliance, promote transparency, support decision-making, and protect against liability. For town and city clerks, as well as their support staff, maintaining high standards in minute-taking is not just a procedural task—it is a vital responsibility that underpins the trust and effectiveness of local governance. By prioritizing meticulous documentation, local governments can better serve their communities and uphold the principles of good governance.

Let our professionals handle your council or committee minutes with precision and compliance.

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Want to build your team’s internal capacity? Our Minute Taking Fundamentals training helps clerks and staff document meetings with clarity and consistency, and provides downloadable resources you can start using right away.

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webinar: minute taking fundamentals

WEBINAR: Minute Taking Fundamentals for Condominium Boards and Managers

Posted on by Matt McEwan

WEBINAR: Minute Taking Fundamentals for Condominium Boards and Managers

Posted on by Matt McEwan

Meeting minutes play an important role in condominium governance. They document decisions, support accountability, and create a clear record that boards, managers, owners, auditors, lawyers, and other stakeholders may need to rely on long after a meeting has ended.

Minutes Solutions hosted a practical webinar, Minute Taking Fundamentals for Condominium Boards and Managers, focused on helping condo managers and board members produce clearer, more accurate, and more professional meeting minutes.

The session covered why minutes matter, what they should and should not include, and key considerations around accuracy, objectivity, structure, and common governance issues. It also offered practical strategies for improving the quality and reliability of board meeting records.

While the webinar uses specific examples from the Ontario condominium industry, the principles discussed apply well beyond Ontario. Boards, managers, administrators, and minute takers in other jurisdictions and industries can also benefit from the guidance, especially where meetings require clear, objective, and decision-focused records.

The recording is now available for anyone who was unable to attend live or would like to revisit the session.

Watch Here

Clear minutes do not happen by accident. They require preparation, judgment, structure, and a strong understanding of what the record is meant to accomplish. This webinar provides a useful starting point for anyone looking to strengthen their minute-taking practices.

If you’d like to take the next step towards improving your meeting minutes, contact us to learn more about our professional minute-taking services and Minute Taking Fundamentals online training course:

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WEBINAR: Navigating the Maze – Best Practices for Board Meetings

Posted on by Matt McEwan

WEBINAR: Navigating the Maze – Best Practices for Board Meetings

Posted on by Matt McEwan

Maximise the effectiveness of your board meetings with insights from CAI Canada’s Navigating the Maze: Best Practices for Board Meetings webinar. Hosted by Matt McEwan of Minutes Solutions, this session brings together industry experts, including property manager Babak Ardalan of Papak Management, condo lawyer Bradley Chaplick of LDDC, and Ben Zelikovitz of GetQuorum. They share strategies on integrating technology, streamlining processes, and improving governance to enhance your meetings. They also address important questions from the audience covering a range of topics, including how to deal with unprepared board members, who is responsible for the accuracy of meeting minutes, and many more.

Learn how to adapt to the rise of virtual and hybrid meetings, craft purposeful agendas, and ensure decisions are documented correctly. This webinar is essential for property managers and board members seeking to stay current on the latest legal updates and best practices, helping them run more productive, strategic, and governance-focused board meetings.

For actionable advice on refining operations and communication for better community governance, access the full webinar below.

Watch Here