Category: Governance

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.

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

How Do You Properly Amend Meeting Minutes?

Posted on by Matt McEwan

How Do You Properly Amend Meeting Minutes?

Posted on by Matt McEwan

To properly amend meeting minutes, boards should approve the previous minutes “as amended” during the current meeting and record the corrections only in the original set of minutes, not in the current meeting’s record.

Amending meeting minutes ensures that the official record is accurate without compromising clarity. While it is important to correct errors, it is equally important to keep each set of minutes concise and easy to reference. A clear, consistent approach helps maintain both accuracy and usability across meetings.

Do You Need to Detail Amendments in Current Meeting Minutes?

No, boards do not need to include detailed descriptions of amendments in the current meeting’s minutes.

Instead, the minutes should simply state that the previous minutes were approved “as amended.” This avoids unnecessary repetition and keeps the record focused on decisions made during the current meeting.

The specific corrections should only appear in the original minutes being amended. This ensures that anyone reviewing the historical record sees the corrected version in the appropriate place, without needing to cross-reference multiple documents.

How to Document Amendments to Meeting Minutes

To document amendments properly, boards should follow a clear and consistent process that separates approval from correction.

Best practices include:

  • Recording prior minutes as “approved as amended” in the current meeting minutes without additional detail
  • Not listing or describing specific amendments in the current meeting minutes to avoid unnecessary duplication
  • Updating the original minutes with approved corrections so the final version reflects an accurate record
  • Ensuring the corrected version becomes the official record for all future reference
  • Maintaining version control for amendments so changes remain traceable if needed

This approach aligns with guidance from parliamentary authorities and supports the primary purpose of minutes, which is to document decisions and outcomes rather than editorial changes.

Organizations that require consistency across meetings often rely on standardized formats or professional minute-taking services to ensure amendments are handled correctly and consistently.

Why Is It Important to Keep Amended Minutes Concise?

Keeping amended minutes concise is important because it preserves clarity and ensures the record remains easy to use and reference.

Minutes are not intended to be transcripts. Their purpose is to document what was decided and what actions were taken. Including detailed amendment notes in the current meeting minutes can create confusion, especially for boards that meet frequently or manage complex agendas.

By limiting the detail to what is necessary, boards can maintain a clean, reliable historical record. This also makes it easier for members, auditors, or stakeholders to review past decisions without sorting through unnecessary information.

How to Implement a Clear Amendment Process

Boards can implement a consistent amendment process by defining roles, setting expectations, and standardizing how corrections are handled.

Implement this approach in your organization by:

  • Clarifying that the chair or meeting facilitator confirms amendments during the approval of minutes
  • Ensuring the minute taker updates the original minutes after amendments are approved
  • Communicating to board members that amendments will not be detailed in the current meeting minutes
  • Including this process in your organization’s governance or minute-taking guidelines, so expectations are clearly defined
  • Using consistent templates or workflows to maintain accuracy across meetings

Many teams reinforce these practices through internal documentation standards or minute-taking training.

Want a reliable reference for amending minutes? Download our “How to Properly Amend Meeting Minutes” guide:

Download Guide

Looking to strengthen your internal processes? Our Minute Taking Fundamentals training is designed for staff, board members, and administrators responsible for recording and maintaining accurate minutes:

Learn More

Frequently Asked Questions

What does “approved as amended” mean in meeting minutes?

It means the board has approved the previous meeting’s minutes with corrections, and the final version of those minutes will include the approved changes.

Where should amendments to meeting minutes be recorded?

Amendments should be recorded in the original minutes being corrected. The current meeting minutes should only note that the minutes were approved as amended.

Can meeting minutes be changed after they are approved?

Once minutes are approved, they generally become the official record. Any further changes would require a formal process, such as reopening and amending the minutes at a subsequent meeting, depending on your organization’s rules.

Who is responsible for updating amended minutes?

The minute taker or designated administrator is typically responsible for updating the original minutes after the board approves the amendments.

Why shouldn’t amendments be listed in the current meeting minutes?

Listing amendments in the current minutes can create duplication and confusion. Keeping corrections in the original document ensures the record remains clear and easy to follow.

How to Ratify Decisions Made Outside of Board Meetings

Posted on by Matt McEwan

How to Ratify Decisions Made Outside of Board Meetings

Posted on by Matt McEwan

Did you know that the decisions your board makes outside formal meetings are often not legally binding until they are ratified at the next properly constituted meeting?

In many jurisdictions, boards are required to conduct business in meetings where members can communicate live and in real time. Unless local legislation or your organization’s bylaws explicitly allow otherwise, decisions made between meetings, such as by email, must be formally ratified at the next board meeting to be valid.

An informal decision that is not ratified at a formal meeting can create legal and governance risks. A court or governing body may deem the decision unenforceable, which can lead to disputes, delays, or the reversal of previously approved actions. Clear, well-structured documentation, often supported by professional minute-taking services, helps ensure these decisions are properly recorded and defensible.

How Do You Ratify Decisions Made Outside a Board Meeting?

To ratify decisions made outside a meeting, boards must formally confirm those decisions at the next properly constituted meeting and document the approval in the minutes.

  • Reserve informal decision-making for routine or time-sensitive items only
  • Include ratification as a clear agenda item at the next board meeting
  • Ensure proper notice is given, and a quorum is met according to your bylaws or local legislation
  • Provide supporting materials, such as email threads or quotes, in the meeting package
  • Confirm the decision through a motion or documented consensus
  • Record the ratification clearly in the meeting minutes

Decisions can be ratified through a formal motion or, in smaller boards, by unanimous or general agreement. In all cases, the outcome must be clearly documented in the minutes as the official record. Many organizations rely on consistent processes, including virtual minute-taking, to ensure nothing is missed.

How to Document Ratification by Formal Motion

Boards typically ratify decisions through a formal motion passed during a meeting and recorded in the minutes.

For example, if multiple decisions were made between meetings, they can be grouped into a single motion:

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approvals of the following quotes:

  • JJN Renovations – $2,599 plus tax to supply and install 10 stainless steel corner guards
  • Pro-Tech Glass Windows and Doors Ltd. – $7,624.58 (tax included) to replace nine glass panels in various units
  • Signature Electric – $2,320 plus tax to repair deficiencies related to thermographic scanning

Motion carried.

Alternatively, each item can be recorded under its own heading to improve clarity and searchability in the minutes:

JJN Renovations

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approval for JJN Renovations to supply and install 10 stainless steel corner guards for $2,599 plus tax. Motion carried.

Pro-Tech Glass Windows and Doors Ltd.

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approval for Pro-Tech Glass Windows and Doors Ltd. to replace nine glass panels in various units for $7,624.58 (tax included). Motion carried.

Signature Electric

On a motion made by John Smith, seconded by Jane Doe, it was resolved to ratify the email approval for Signature Electric to repair the deficiencies related to thermographic scanning for $2,320 plus tax. Motion carried.

Can Boards Ratify Decisions Without a Formal Motion?

Yes, boards can ratify decisions by consensus when all members present agree during the meeting, and the approval is clearly recorded in the minutes.

This approach is more common in smaller boards or organizations with less formal procedures. The key requirement is that the agreement is explicit and documented.

For example:

“The Board ratified the email approval for JJN Renovations to supply and install 10 stainless steel corner guards for $2,599 plus tax.”

Even in less formal environments, consistency in documentation is essential. Many boards use standardized formats and processes taught in minute-taking training courses to maintain clarity across meetings.

What Are the Legal Requirements for Ratifying Board Decisions?

The rules around ratifying decisions made outside meetings depend on your jurisdiction and governing documents.

For example, legislation in some jurisdictions requires meetings to allow participants to communicate simultaneously and instantaneously, which generally excludes email-based decisions from being considered valid meetings. In these cases, ratification at a formal meeting is required.

Boards should always review applicable legislation and their bylaws to confirm:

  • Whether decisions can be made outside meetings
  • How those decisions must be ratified
  • What constitutes a valid meeting

When legislation and bylaws differ, legislation takes precedence. In governance-focused environments such as condo and HOA boards or local government meetings, these requirements are often more strictly defined.

Need a go-to reference for your board? Download our “How to Ratify Decisions Made Outside of Board Meetings” guide:

Download Guide

Looking to strengthen your internal processes? Explore Minute Taking Fundamentals for practical training:

Learn More

Frequently Asked Questions

What does it mean to ratify a board decision?

Ratifying a board decision means formally approving and confirming a decision that was made outside a properly constituted meeting so that it becomes legally valid and part of the official record.

Are decisions made by email legally binding?

In many jurisdictions, decisions made by email are not legally binding unless they are later ratified at a formal meeting. Some legislation requires real-time communication for decisions to be valid, which email does not meet.

When should a board ratify decisions made outside a meeting?

Boards should ratify informal decisions at the next properly constituted meeting where a quorum is present, and proper notice has been given.

Do all board decisions need to be ratified?

Only decisions made outside formal meetings typically need ratification. Decisions made during a valid meeting with quorum and proper procedure are already binding.

How should ratified decisions be recorded in meeting minutes?

Ratified decisions should be clearly documented in the minutes, either as part of a formal motion with a mover, seconder, and outcome, or as a recorded consensus, depending on the board’s process.

What are Robert’s Rules?

Posted on by Matt McEwan

What are Robert’s Rules?

Posted on by Matt McEwan

Meetings are supposed to be where critical decisions are made, but they can become frustratingly chaotic if discussions get off track or emotions run high. Using a structured framework called a “parliamentary authority” ensures that meetings are productive, fair, and focused. While there are several authorities, the most well-known is Robert’s Rules of Order – more than just a set of regulations, they’re a tool for better governance and collaboration.

The Core of Robert’s Rules

For those asking, “What are Robert’s Rules?” motions are the lifeblood of this procedural framework. Every significant action starts with a motion, followed by debate and voting:

  1. A member says, “I move that…” to propose an action.
  2. Another member seconds the motion to signal agreement to discuss.
  3. The chair opens the motion for debate, ensuring everyone has the chance to speak.
  4. The motion is put to a vote and the decision is recorded in the minutes.

Every motion must be addressed — whether approved, amended, postponed, referred to a committee, or voted down. Motions come in various types, each serving a unique purpose:

  • Main Motions introduce new business.
  • Amendments modify or clarify an existing motion.
  • Privileged Motions address urgent matters unrelated to the current discussion.
  • Incidental Motions resolve procedural questions (e.g., points of order).

During debate, speakers must be recognized by the chair, comments must remain relevant to the motion, and enforcing time limits will help keep discussions focused. If debates become unproductive or tensions rise, calling a vote can bring focus back to the core issue; this is a procedural tool that anybody can use to advance the meeting.  

The process might feel formal, but it prevents confusion, mitigates conflict, and keeps discussions on track. Without structure, members can derail progress and abusive behaviour can escalate. Rules of order establish boundaries and ensure meetings are respectful and goal-oriented.

Using Rules to Keep Meetings Productive

Beyond mitigating conflict, Robert’s Rules offer procedural tools to keep meetings efficient, with terminology such as:

  • Call the Question: When a debate becomes repetitive, any member can propose to end the discussion by calling the question to then vote on the core issue. A motion to call the question requires a two-thirds majority to pass.
  • Point of Order: If someone veers off topic or violates meeting rules, another member can use this tool to refocus the discussion.
  • Refer to Committee: For complex issues, forwarding the matter to a smaller group for detailed review allows the larger meeting to continue without getting bogged down in minutiae.

In extreme cases, the chair can use Robert’s Rules to take decisive action, such as delivering a rules-based pronouncement or even removing a disruptive individual. These measures ensure that even contentious or complicated issues are handled systematically.

Voting: Turning Discussion into Action

Voting is the culmination of every motion and can be conducted in various ways:

  • Voice Vote: A quick “aye” or “nay” works for straightforward decisions.
  • Roll Call: A recorded vote that identifies how each member voted ensures accountability on contentious issues.
  • Ballot Vote: An anonymous option, ideal for elections or sensitive topics.
  • Unanimous Consent: For non-controversial matters, the chair can ask, “Is there any objection?” If none is raised, the motion passes.

By tailoring voting methods to the context, board members ensure decisions are transparent and equitable.

Preparing for Better Meetings

Use these steps to set your meeting up for success long before the call to order:

  1. Create a Clear Agenda: Include time to discuss key items like reports, unfinished business, and new proposals. A consent agenda can streamline routine matters, leaving more time for substantive discussions.
  2. Distribute Resources: Share cheat sheets or summaries of Robert’s Rules with participants to build confidence and clarity around participation.
  3. Empower the Chair: A skilled chair keeps discussions focused, ensures fair participation, and delivers rules-based decisions when necessary.
  4. Adapt the Rules: For smaller or informal groups, simplify the procedures and minimize Robert’s Rules jargon to fit your organization’s needs.
  5. Hire a Professional Minute Taker: Expert minute takers understand procedural elements such as motions and amendments. They are trained to record the results of motions, significant decisions, and assigned action items, and to avoid unnecessary details that might obscure what truly matters.
Advantages and Challenges of Robert’s Rules

While widely recognized for their utility, Robert’s Rules are not without their complexities.

Advantages

  • Streamlined Meetings: Only one motion or issue is discussed at a time, preventing digressions and ensuring efficiency.
  • Democratic Participation: Every member has the right to speak before anyone speaks a second time, fostering inclusivity and collaboration.
  • Clear Accountability: Votes and decisions are clearly recorded and communicated, enhancing transparency and organizational integrity.

Challenges

  • Learning Curve: New users may find the detailed rules overwhelming.
  • Potential for Manipulation: Savvy participants could exploit procedural nuances to delay progress or dominate debates.
  • Rigidity: Strict adherence may hinder creativity in less formal settings.
Getting Started with Robert’s Rules

If you’re new to parliamentary procedures and asking what are Robert’s Rules, know that a wide range of organizations including non-profits, corporate boards, and government bodies successfully use them to foster transparency around their public decision-making. Whether a small community meeting or a multinational boardroom uses Robert’s Rules, they help organizations lead with confidence and collaboration and provide a structure to navigate complex issues and diverse opinions.

For those new to Robert’s Rules, mastery lies in building foundational knowledge and practical experience:

  1. Understand Core Procedures: Familiarize yourself with motions, voting processes, and meeting roles.
  2. Keep Resources Accessible: The 12th Edition of Robert’s Rules of Order Newly Revised is the definitive guide to the question of what are Robert’s Rules.
  3. Start Small: Practice in informal settings to build confidence in applying the rules.
  4. Don’t Be Intimidated By Jargon: Smaller boards (e.g., up to 10 members) with a casual style do not always need to use all Robert’s formal terminology. Small bodies can follow the principles without using all the lingo.  
  5. Seek Expert Guidance: Organizations like the National Association of Parliamentarians offer resources and training for deeper understanding.

The next time your meeting teeters on the brink of chaos, remember: structure, fairness, and clarity are just a motion away.

Good Governance: The Vital Role of Community Association Boards

Posted on by Matt McEwan

Good Governance: The Vital Role of Community Association Boards

Posted on by Matt McEwan

Introduction

Community associations are more than just a collection of homes with community-wide rules. Community associations are dynamic neighbourhoods where governance shapes not only property values but also the quality of life. At the heart of this delicate balancing act is the board of directors, a group of dedicated owners who volunteer their time to help govern the community. These volunteers do not simply maintain the status quo; they have the opportunity to create a vision and structure that transforms a group of homes into a thriving community.

Not surprisingly, governance comes with challenges. Board members must manage assets, resolve conflicts, and make decisions that impact every resident. The stakes are high, and the responsibility is immense. Yet, with the right approach, a well-functioning board can foster trust, transparency, and a true sense of community.

Upholding Governing Documents

The governing documents of a community—its by-laws, declarations, and covenants—serve as its constitution, defining how it’s run and how community members interact within it. While board members come and go, these documents remain the core of the community’s identity. The board serves as the guardian of these foundational rules, upholding the values of the community and its members.

This is no small task. Upholding governing documents requires not only enforcement but also the ability to be a fair judge. Residents expect rules to be applied equitably, without favouritism or unreasonable rigidity. By ensuring compliance, the board lays the foundation for a community built on trust and mutual respect.

Decision-Making

Policies established today shape tomorrow’s harmony, and deliberations are where these policies take form. Thoughtful, inclusive discussions that consider legal obligations, resident input, and long-term implications are the backbone of a board that is trusted by the community it serves. Decisions made by the board impact the community, so meeting minutes are more than procedural necessities; they are living, breathing documents that ensure governance transparency. Clear, accurate documentation provides residents insight into the board’s reasoning, reinforcing community trust and accountability.

The Element of Trust

Trust transforms governance into collaboration and is earned through consistent, transparent board actions. Boards that communicate openly, listen to their communities, and act fairly toward residents build—and reinforce—the foundation for trust.

A transparent board:

  • Keeps residents informed by sharing updates on budgets, policies, and upcoming decisions.
  • Involves the community by opening meetings for homeowner input and addressing concerns in real time.
  • Builds credibility by documenting and publishing decisions with thorough and accurate meeting minutes.

Transparency ensures that residents understand not only what decisions are made but also the rationale and motives behind them. This clarity adds credibility to board actions, ensuring that doubt or mistrust doesn’t overshadow the board’s authority.

Financial Stewardship

Residents rely on their boards to manage their dues responsibly and transparently. Open financial reporting, timely assessments, and clear communication about expenditures foster trust. Budgets reflect community priorities, and financial statements show how the board has worked to fulfill its commitments. Residents expect full fiscal accountability, and the importance of transparency cannot be overstated. In the hands of a capable board, the community’s financial standing becomes a way to create a roadmap to shared goals.

Rule Enforcement

Rules are the glue of a peaceful community, and enforcing them presents real challenges for the volunteers who must ensure the rules are followed. Fair enforcement is essential. Playing favourites or ignoring infractions undermines credibility, while consistent, transparent processes build respect. Boards must balance authority with empathy, addressing violations without alienating residents. Thoughtful enforcement transforms rules from penalties into tools for guiding residents toward shared expectations and mutual understanding.

Using Communication as a Tool

A community without communication is a ship without a captain. Boards must act as conduits of information, ensuring residents are informed and involved. For sizeable communities, newsletters, websites, and town halls aren’t optional; they’re essential tools of governance.

Meeting minutes play a pivotal role, offering clarity on decisions and demonstrating the board’s commitment to openness. When communication flows freely, trust is the natural outcome.

Boards should adopt communication policies that:

  • Establish clear processes for how residents can contact the board or management, ensuring multiple accessible channels such as e-mails and meetings.
  • Set standards for responsiveness, including timelines and tone.
  • Foster openness by sharing decisions and important updates transparently, including bad news, instead of withholding information and potentially allowing mistrust to take hold.
  • Anticipate resident concerns and address them before they escalate, starting by encouraging resident involvement in governance.

Adopting this mindset allows boards to move from being in the position of damage control to that of trust-building.

Action Steps for Transparent Governance

Building trust and maintaining good governance requires deliberate action. Boards can implement practical strategies such as:

  • Regular Newsletters: Share updates on community events, board decisions, and key dates.
  • Accessible Records: Respond promptly to requests for meeting minutes, budgets, and other official documents.
  • Open Meetings: Dedicate time for homeowner feedback and ensure meetings are easy to attend.
  • Visible Leadership: Host informal Q&A sessions or meet-and-greets to humanize the board and build rapport.

These actions go beyond procedural requirements and minimum expectations by fostering a culture of openness and collaboration.

Conclusion

At its best, governance is not about control but connection. Through connection, boards can cultivate communities where trust is the foundation and progress is the legacy. Their role in maintaining good governance is critical to the health and harmony of their neighbourhoods.

By communicating openly, enforcing rules fairly, involving residents, and listening actively, boards can transform governance from a series of obligations into a shared vision for success. Trust and transparency are not just ideals—they are tools that empower boards to serve their communities with integrity and confidence.

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

A can’t-miss session at the 2023 CSAE Annual Conference in Montreal

Speaker
Matt McEwan
VP, Sales & Marketing – Minutes Solutions Inc.

Date
November 10, 2023, at 11:15 a.m. – 12:15 p.m. 

Room
Rue McGill

As the Canadian Society of Association Executives (CSAE) annual conference in Montreal draws closer, we’re excited to spotlight a compelling session on our agenda, put on by our own Matt McEwan: “Can Radical Transparency Work for Associations?”

With the continuous evolution of digital technology and the growing demand for accountability in the corporate world, the concept of radical transparency has become a hot topic of discussion. But can such an audacious idea find a home in the world of associations?

Imagine a world where employees and members of your association are privy to the core of its operations – from staff salaries to daily communications. At first glance, it may sound chaotic, perhaps even a bit alarming. But dive deeper, and a vast sea of possibilities emerges from such openness.

Radical Transparency: A Boon or a Bane?

This question forms the essence of this session. It’s not just about exposing the underlying mechanics of your association. It’s about questioning the traditional norms, exploring the uncharted territories of management philosophy, and gauging the effects of such transparency on collaboration, trust, employee satisfaction, and overall operational efficiency.

What if lifting the curtains on your association’s strategic objectives and financial metrics leads to greater member engagement? What if it results in unbiased, clear-cut communication that enhances collaboration and accountability? On the flip side, are there dangers of discontentment, insecurity, or even exploitation?

Real-World Case Studies and Critical Analysis

The session will not just remain confined to theoretical musings. Be prepared to journey through the history of this concept as we uncover real-world examples of organizations that embraced radical transparency in its different forms. Learn from their success stories, understand the challenges they faced, and draw valuable lessons that can be applied to the unique landscape of associations.

While the benefits of radical transparency, like improved trust and reduced biases, might be evident, the potential risks and pitfalls, especially in the context of associations, need to be addressed critically.

Why Attend This Session?

For association leaders looking to innovate, enhance member trust, and create a more inclusive environment, understanding the dynamics of radical transparency is crucial. This session promises to do the following:

  • Provide a balanced perspective, weighing the pros and cons.
  • Equip attendees with actionable insights and strategies.
  • Foster interactive discussions, allowing leaders to share their apprehensions and aspirations.

Whether you’re contemplating introducing radical transparency in your association, or you’re simply intrigued by the concept, this session will offer a spectrum of insights and information. It will empower you to make informed decisions about how transparent your association should be and how to navigate the complexities that come with such a decision.

Add It to Your Calendar!

Montreal’s vibrant energy coupled with CSAE’s promise of enriching content makes this conference an unmissable event. “Can Radical Transparency Work for Associations?” is bound to be a highlight, so make sure you mark it on your itinerary.

We’re ready to challenge, inspire, and most importantly, engage with all association enthusiasts. 
Are you?

WEBINAR: Improve Governance with New Technology and Processes

Posted on by Matt McEwan

WEBINAR: Improve Governance with New Technology and Processes

Posted on by Matt McEwan

Traditional governance practices often come with challenges, especially when adapting to remote and hybrid environments. Outdated methods, such as printing and mailing bulky board materials and managing all minute-taking in-house, can cause security concerns and severely limit the efficiency of staff and board members.

The solution? Innovative governance processes and technologies!

In this engaging webinar, Matt McEwan of Minutes Solutions, Kevin James Karas of Yoga Alliance, Alicia Meiklejohn of AOAC INTERNATIONAL, and Jordan Castel of OnBoard explore the dynamics of modernizing governance.

By embracing modern governance solutions, you can streamline your processes, improve communication, and enhance the overall efficiency of your association’s board. Learn from industry experts and gain valuable insights to transform the way you manage governance and compliance.

To watch the full webinar, simply click the link below and take the first step towards a more empowered board and a brighter future for your association’s governance.

Watch Here

Minutes Solutions Inc.

Minutes Solutions takes the minutes for ASAE and CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 45,000 meetings for more than 3,000 organizations across North America. Its cohort of over 125 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on their core mission.

national preparedness month graphic

Strengthening Community Resilience Through Effective Governance

Posted on by Matt McEwan

Strengthening Community Resilience Through Effective Governance

Posted on by Matt McEwan

September ushers in National Preparedness Month, making it a perfect time for community associations to reinforce their governance structures in anticipation of inevitable challenges. This blog post explores the significance of preparedness from a governance perspective, highlights the critical role of record keeping, and offers insights on effectively using National Preparedness Month as an impetus for action.

The Imperative of Preparedness for Community Resilience

Preparedness isn’t merely a luxury; it’s a fundamental necessity. Whether grappling with natural disasters, public health emergencies, financial turbulence, or legal complexities, community associations must adopt a proactive approach to governance. Associations play a pivotal role in managing disasters and emergencies within their communities, and preparedness is the linchpin for smoother decision-making, response, and recovery during adversity.

How Minutes Can Help Your Organization

Accurate and detailed minutes are the foundation of good governance. They provide a historical record of meetings, decisions, and actions taken. During crises, minutes become invaluable for tracking resource allocation, understanding past decisions, and maintaining transparency. Well-maintained minutes act as a compass to navigate uncertainty.

National Preparedness Month and Your Community

National Preparedness Month serves as an annual reminder to evaluate and strengthen your association’s readiness. It provides an opportunity to scrutinize emergency plans, identify vulnerabilities, and refine procedures. Community associations can leverage this month to engage their members in preparedness activities and educate them about their roles in emergencies.

Crafting a Robust Emergency Plan and Its Components

During an emergency, community associations are responsible for disseminating crucial information to residents, coordinating emergency services, and facilitating community recovery efforts, among other responsibilities. An emergency plan outlines the organization’s response to various crises. It encompasses the following:

  • Clear communication protocols
  • Well-thought-out evacuation plans
  • Strategic resource allocation strategies
  • Contact information for key stakeholders
  • Defined roles and responsibilities for board members, community managers, and residents
  • Procedures for assessing and addressing property damage

When creating the plan, consider the specific risks your community faces, whether it’s hurricanes, wildfires, or flooding. Customize your emergency plan to address these unique risks and ensure that it undergoes regular reviews and updates to remain effective.

The Value of Professional Minute Taking

Professional minute-taking services, such as Minutes Solutions, are invaluable allies on the path to preparedness. They guarantee meticulous documentation of all critical governance discussions and decisions, reducing the risk of misunderstandings or disputes during crises. At Minutes Solutions, we understand the unique challenges facing condominiums and homeowner associations (HOAs). Partnering with our team of expert minute takers allows you to focus on strategic planning and effective response, empowering you to lead your community with unwavering confidence and resilience.

Together, let’s build more robust, resilient communities.