Author: Matt McEwan

AGM Meeting Minutes

AGM Meeting Minutes Template: What to Include and Why It Matters

Posted on by Matt McEwan

AGM Meeting Minutes Template: What to Include and Why It Matters

Posted on by Matt McEwan

The annual general meeting (AGM) is perhaps the most important occasion in an organization’s calendar. For a professional body, homeowners’ association, non-profit, or similar organization, the AGM provides members with a complete picture of the past year and the path ahead, including audited accounts, board elections, policy changes, discussions on future direction, and more.

AGM minutes serve as a legal record confirming that the meeting took place, that motions were moved and passed, and that elections complied with the relevant regulations. They may also support the preparation of an annual report by helping document the board’s activities, decisions, and financial transparency for stakeholders.

An effective AGM minutes template is more than a helpful tool for the minute-taker, it is a major benefit for the organization itself. Let’s work through what is commonly included in AGM minutes and why each item matters.

The sections below reflect common elements found in AGM minutes across a range of industries and organization types. They are intended as a practical guide, not a universal checklist. Depending on your organization’s structure, governing documents, industry, and jurisdiction, some sections may not apply, while others may be required. Always consult your governing documents and the regulations of your jurisdiction. If you have questions about general best practices for a specific industry or organization type, please reach out, and we will be happy to share any helpful information we have.

1. Meeting Details and Introductions

Start with basic information, such as the name of the organization, meeting type, date, time, and location (or medium for online meetings). Then, list the members at the head table—the chair, directors, and guests, such as the auditor or recording secretary.

Why it matters: Recording meeting minutes and key attendees verifies that the AGM was properly convened, ensures transparency for members, establishes continuity and accountability, and clarifies who presented reports or advised on governance.

2. Welcome and Opening Remarks

While not required by law, a welcome helps to set the tone for leadership in the meeting. The president typically gives the welcome and can incorporate an introduction of the chair or facilitator, as well as a thanks to those attending.

Why it matters: This provides transparency and organizational structure, most notably in larger associations where members may not be personally acquainted with leadership or the board.

3. Awards and Recognition (if applicable)

If your AGM includes recognition—service pins, volunteer awards, committee recognition—include these details in your minutes. List the types and names of the awards, as well as the winners or those recognized.

Why it matters: This not only shows respect but also serves as an official record for future internal use, including in future newsletters or governance reviews.

4. Quorum Confirmation and Call to Order

Note the number of members present (including proxies) and state whether quorum was reached as per the by-laws.

Why it matters: Accurate record-keeping prevents disputes and supports audit readiness.

5. Evidence of Notice

Confirm that notice was given in accordance with the by-laws and applicable legislation.

Why it matters: Recording due notice establishes that a valid meeting was convened and supports the legitimacy of all decisions made.

6. Adoption of the Agenda

Include an express motion that affirms the agenda was adopted (as given or as amended), and names the mover and seconder.

Why it matters: Adopting the agenda formally defines the scope for the meeting and ensures members agree on the meeting topics.

7. Approval of Previous AGM Minutes

The minutes from the previous AGM must be approved. If changes were made, be clear and precise about what was changed, even quoting the new and old text if necessary.

Example:
 “The last sentence in section 13.3(b) was changed to read as follows: ‘Motion defeated, with 39 in favour and 99 against.’”

Why it matters: This shows consistency between AGMs and confirms your organization’s records. Keeping thorough meeting minutes also helps track motions and discussions year after year.

8. Appointment of Scrutineers (for Elections)

Record those appointed to assist with ballot-counting and election oversight.

Why it matters: This provides transparency and ensures fairness and procedural integrity in elections.

9. Presentation and Approval of Financial Statements 

Summarize the auditor’s report and identify key questions and answers from those present. Record the motion to approve the financials.

Why it matters: This is arguably the most legally significant element of an AGM. Stakeholders require assurance that the organization’s finances have been independently reviewed and approved.

10. Appointment of the Auditor

Also, note the motion to appoint (or reappoint) the auditor for the upcoming fiscal year, along with the names of the mover and seconder.

Why it matters: The appointment of auditors is typically a requirement under local legislation or by-laws. Documenting this in writing ensures your organization is in compliance.

11. Budget Presentation and Approval

Capture the highlights of the draft budget presentation, the questions or concerns of those present, and the motion to adopt the budget.

Why it matters: This shows fiscal transparency and can prevent future confusion or disputes.

12. President’s and Committee Reports

Add a summary of the key updates on initiatives, new programs, office changes, or committee activity. This text doesn’t need to be captured verbatim; an overview of the highlights will suffice.

Why it matters: These reports show board accountability and evidence of how member fees and volunteer efforts are spent.

13. Revising By-laws

For by-law change votes, include:

  • A summarization of the proposed changes being voted on (if there are multiple)
  • Mention the background materials received in advance, the rationale for the changes, and the exact wording
  • The exact number of votes in favour and against, or the percentage of votes in favour, if available
  • A clear statement of whether the changes passed or failed

Why it matters: By-law amendments are an involved process with many steps that occur before the final vote. Documentation of the rationale, previous work, and the final tally can help resolve or defuse future challenges to by-law changes.

14. Elections

Elections should be divided into three sections:

  • Nominations (who was nominated or if nominations were made from the floor)
  • Motion to close the nominations
  • Election results (who was voted for and their term)

Why it matters: Conducting elections is a key component of an AGM. Accurate records strengthen the authority of the elected board and its members.

15. Q&A

Summarize comments or questions. There’s no need to record every line of discussion, just the issues raised and the replies given.

Why it matters: This shows the board is listening and responsive, and it also provides future boards with an understanding of any concerns raised over time.

16. Adjourn

Close the meeting with a motion to adjourn, noting the time, and who moved and seconded the motion.

17. Signatures and Disclaimer 

End your minutes with signature lines for two directors and a statement that the document is a summary, not a transcript.

Why it matters: Signatures verify the minutes as official and help differentiate the final copy. The disclaimer protects against future challenges about discussions that may have been summarized or perceived to be omitted.

Last Lesson Learned: A Good Template Saves Time and Trouble 

Annual general meeting minutes are not an afterthought; they are an official governance document and the only formal record of what was agreed. A well-designed and carefully thought-out AGM minutes template is vital for the minute-taker and protects the board. If your AGM minutes are inconsistent or confusing, consider getting professional help. For many boards, outsourcing the preparation of minutes after each annual meeting ensures accuracy and peace of mind.

Minutes Solutions provides expertly written AGM minutes that are neutral, factual, and aligned with best practices. Let us handle the record-keeping while you focus on the decision-making.

Need help preparing professional AGM minutes? Let our experienced team manage the process for you by providing accurate, compliant, and prompt meeting minutes every time.

Get a Minute Taking Quote

Should Meeting Minutes Always Be Written Chronologically?

Posted on by Matt McEwan

Should Meeting Minutes Always Be Written Chronologically?

Posted on by Matt McEwan

A clear, well-organized agenda is a key component of a successful meeting. At Minutes Solutions, we recommend organizing your minutes by agenda order rather than following the strict chronological order of the meeting itself. This method produces clear, easy-to-review minutes that are simple to approve and fully compliant. For those who may be unconvinced, here’s why agenda-based minutes are our clear favourite.

Two Approaches to Meeting Minutes

When taking minutes, you can organize them in one of two ways: by agenda (Agenda-Based Organization) or in the chronological order of the meeting (Chronological Organization). Each approach offers advantages and shapes how easily participants can review and understand a meeting’s outcome.

Agenda-Based vs. Chronological

Agenda-Based Organization: This method groups all discussions under the agenda headings, regardless of when they occurred, making it ideal for formal governance.

Chronological Organization: You record the minutes in the exact order the discussions occurred. This approach, which is often used in informal workshops, training logs, or brainstorming sessions, captures every turn of the discussion as it happens.

The Benefits of Chronological Minutes

1. Accurate sequence: The meeting and all discussions are captured in the exact order they are discussed, even if the discussions are fragmented and topics are split across multiple sections.

2. Clear timing: By including time stamps, regulators and auditors can easily verify when each comment was made. However, this has the trade-off of making for significantly longer minutes and can make finding a final vote or motion require scanning the entire document.

3. Transparency in Decision-Making: Chronological minutes provide a clear trail of how discussions evolved, showing the context leading up to each decision. This makes it easier for stakeholders, regulators, or future board members to understand not just the outcome, but also the reasoning and deliberation behind it. 

The Benefits of Agenda-Based Minutes

1. Improved compliance: Minutes align directly with the items listed in the meeting notice, ensuring that you meet procedural standards.

2. Efficient review: Reviewers can locate decisions under familiar headings, reducing questions and revisions.

3. Consolidated records: All comments, motions, and outcomes for each topic are presented in one place for clear understanding.

Handling Off-Agenda Topics

But what happens when the meeting diverges from the agenda? Here are our recommendations for how to handle an unscheduled discussion:

1. Briefly note where it occurred. For example, add a line under the current heading, such as “Member asked about reserve funding.”

2. Utilize the new business or other business sections. Include the full details of the discussions and any motions or actions under these sections.

3. Include a time marker if required by the bylaws. You can do this by adding “At 3:07 p.m.” next to the entry to indicate the time of the discussion.

Additional Considerations

1. Regulatory requirements: Some organizations demand strict chronological records. Always check your governing documents.

2. Meeting type: Step‑by‑step records often come in handy for workshops, but formal committees, board meetings, and AGMs generally require agenda‑based precision.

3. Audience needs: Executives and legal reviewers need quick access to decisions, while operational teams sometimes require the detailed flow of the discussion.

4. Complex conversations: In debates that circle back and forth, cross-references (e.g., “See Other Business, item 3”) can be used to preserve clarity and can be used more efficiently in agenda-based minutes.

Best Practices for Minute Takers

1. Be prepared: Read the agenda and background materials thoroughly.

2. Match the agenda: Use the exact wording from the notice for your headings. 

3. Employ cross‑references: Direct readers to where subjects are also included in other sections. 

4. Check with the Chair: Before the meeting begins, confirm where off‑agenda items should be included.

Example in Practice 

Financial Report: The treasurer went through the last quarter’s numbers, and a Director asked about reserve funding. 

New Business: At 3:10 p.m., a Director asked about reserve funding. The Treasurer affirmed that current levels are adequate to meet policy and no additional assessments are being contemplated. 

Practical Application 

Agenda-based minutes are shorter and more convenient for review. By keeping your minutes consistent with the notice of meeting, you are certain of compliance, and decision‑tracking becomes more straightforward. Use clear headings, foresee and plan for unexpected matters, and confirm the placement of off-agenda items with your chair. The results are minutes that enable effective governance and informed decision‑making.

Want your minutes to be clear, structured, and legally sound? Our training sessions teach you how to organize and format minutes that meet best-practice standards.

Learn More

3 common minute-taking mistakes

3 Common Minute-Taking Mistakes

Posted on by Matt McEwan

3 Common Minute-Taking Mistakes

Posted on by Matt McEwan

Taking meeting minutes may appear to be a simple administrative task, but as anyone who has taken on this job knows, it is far from easy. When done properly, taking minutes doesn’t just create a record of events; it showcases the structure of the decision-making process, supports good governance, and keeps the team on the same page. Poorly taken minutes can cause real issues, such as legal complications, project or decision delays, and the loss of important information.

With years of experience training minute takers and reviewing our clients’ previous sets of minutes, we’ve become well-versed in not only identifying the most common mistakes but also in how to avoid them. The good news is that most of these problems are easy to fix once you know what to watch for.

Here are the three most common mistakes made when taking minutes, along with tips on how to avoid them.

1. Having decision-makers take the minutes

In smaller organizations, it’s not unusual for the chair or a senior team member to take the minutes, especially when resources are limited. It feels efficient, but in practice, it can create problems. If the person leading a meeting is also taking notes, it can be hard to stay neutral. There’s a natural tendency to write from your point of view, and it’s easy to miss something important while you are focused on speaking, not listening. Alternatively, there is always the danger of unintentionally leaving out the things you disagree with. 

These issues can directly affect the accuracy and value of the final minutes. 

Here’s what we advise instead:

1. Ask a neutral party to take the notes, ideally a professional third-party minute taker.

2. Give the minute taker enough time after the meeting to finalize the draft before distributing it.

3. Once the draft is complete, encourage a quick review process to ensure the clarity and accuracy of the notes while the information is still fresh in the minds of the participants.

Where employing a professional third party isn’t possible, having a template and structured review process will go a long way in keeping things accurate and objective. 

2. Recording opinions instead of decisions

This error might be the most common one exhibited by less-experienced minute takers: recording what people said rather than the details of the decision itself.

It’s easy to see how this happens, especially in a meeting where there’s a lot of discussion surrounding the decisions, or the discussion is long and heated. But it’s important to understand that good minutes are focused on outcomes, not the conversations that lead up to or follow them. Minutes need to record the final decisions of a conversation and a concise summary of any relevant context, not the conversation itself. 

For example:

  • James wanted to paint the lobby green, but Sarah said she hated green and that the green paint was too expensive.

Versus

  • Motion passed 5 – 2 to paint the lobby beige.

It was noted that beige was the only colour to perform well in the resident survey and be within the budget.

The second option provides significantly more clarity and information, including the final decision itself. It focuses on the end result and removes subjective opinions and arguments.

It’s also always important to keep your language simple and neutral. It’s helpful to avoid adjectives or persuasive language, except when there is a specific legal requirement to do so. Whether they are being reviewed a week or a year later, your minutes should help people understand the outcome of the meeting and the objective context behind important decisions.

3. Poor data storage practices

It’s not hard to imagine; you are so focused on the production of the minutes that you give too little thought to where or how to store them. However, the storage and ease of accessibility are just as important as writing the minutes themselves.

Depending on the jurisdiction, minutes may need to be kept for seven years or more; this isn’t just good practice, it’s also a legal requirement. Yet, even if it’s not a legal requirement, it’s important to give record storage careful consideration. People come and go, memories fade, and meeting formats can change. Without a reliable and well-thought-out storage system, it’s all too easy to lose meeting minutes and the record of the important decisions held within.  

Best practices for record keeping:

1. Store your minutes in a secure, digital location. Cloud platforms, especially those with version control and built-in backups, are a great option.

2. Use a consistent format or template that includes the date, attendees, agenda items, decisions, and action points.

3. Use a consistent file naming policy and label minutes according to sensitivity (e.g., Executive Session, Public, Confidential).

4. Define clear access policies. It is typically best to assign permissions based on roles or committees, not individuals.

Conclusion

Avoiding these common pitfalls by entrusting minute‑taking to a neutral party rather than a decision‑maker, focusing solely on concrete decisions instead of opinions, and implementing secure, organized records storage ensures that your minutes support transparent, actionable governance. 

The opportunity for mistakes spans the entire minute‑taking process: who writes them, how they’re written, and how they’re handled afterward. By deliberately addressing each area, your organization can produce accurate, reliable records that bolster accountability and compliance.

Types of Dashes and how to use them

Types of Dashes (and When to Use Them)

Posted on by Matt McEwan

Types of Dashes (and When to Use Them)

Posted on by Matt McEwan

Have you ever noticed that there are varying lengths of dashes? The well-known short one (the hyphen -) and the two other, less well-known, versions (the en dash (–) and the em dash (—))? If you have, but aren’t sure when to use those longer ones, you’re not alone. We will cut through the confusion on this topic and highlight the differences with examples and simple tips.

Getting to Know the Dashes

It is a common misconception that these dashes are interchangeable. Likewise, many people can rely too much on the standard hyphen for everything. However, while often overlooked, correct dash usage is essential for clarity and professionalism.

The Hyphen (-)

The hyphen is the shortest of the three dashes. The hyphen is used to connect words or numbers, such as phone numbers (123-456-7890), compound descriptors (“part-time”), or newly coined terms (“blue-greyish”). It also joins elements, such as “well-known,” “cost-effective,” and creates more complex constructions, such as “award-winning-sounding.”

Yet, it is important to note that not all compound words need a hyphen. For example, some are always single words (“bookstore”), some are always separated (“high school”), and others depend on convention and context. Importantly, compound words often have exceptions, so double-check when unsure. The hyphen is the most commonly used and familiar of the dashes and helps writers provide context and clarity when used correctly.

The En Dash (–)

The en dash, slightly longer than the hyphen but shorter than the em dash, is often misunderstood. Its primary function is to represent a range of values, such as dates, numbers, or locations. Examples include “June–August” or “pages 22–40.” The en dash is typically a substitute for the word “through.”

Unlike the hyphen, the en dash is not a standard keyboard button. The use of the en dash may require the use of a word processor’s special character menu or a specific keyboard shortcut.

The Em Dash (—)

Interestingly, the original reason for the names ‘en dash’ and ‘em dash’ was because the first should be the length of an ‘n’ and the second the length of an ‘m.’   

The em dash brings emphasis and clarity to a sentence when used appropriately. The em dash can serve in place of parentheses, providing a less formal and more visually engaging separation of thoughts. It may also stand in for a colon, introducing a conclusion, explanation, or extra detail at the end of a sentence. In situations where too many commas may clutter a sentence, the em dash offers a clean alternative, helping to maintain clarity and flow.

Consider the following examples:

  • Harry sampled the bakery’s new pastry—and the results were less than favorable.
  • Our board includes three officers—Sarah May, President; Frank Stewart, Treasurer; and Alexandra Gill, Secretary—and two directors at large.
  • The budget meeting—scheduled for next Monday—is expected to be contentious.

The em dash is highly adaptable. It can neatly set off supplementary information, make a pause, help organize lists with internal commas, and inject nuance into written communication.

Things That Get Weird (Because of Dashes)

  • If you’re using em dashes to surround a phrase—like this one—drop the commas. Let the dash do its thing.
  • Have a question or exclamation inside those dashes? The punctuation stays inside, like this—can you believe it? —and not outside.
  • Parentheses inside dashes and dashes inside parentheses introduce a level of complexity we don’t need to explore right now, but this does indeed occur.

One Last Thing

If this all still feels confusing, don’t worry. The differences between the three dashes are nuanced and not well known on the whole. However, if you want that professional touch, need to put together a formal report, a published article, or expect a red pen, it helps to know your dashes.

And if all else fails and you don’t have a professional editor at hand? Choose one type of dash and use it consistently.

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.

Get a quote

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

Learn More

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.