Divided vs Undivided Co-Ownership: A Buyer’s Guide
09/05/2026Private Portion Alterations: Board Approval
10/05/2026Condo Meeting Minutes: What They Are For
In a divided co-ownership, the minutes of the co-owners’ meeting are the official record of decisions. They record votes, quorum, board of directors (board) elections and budget approval. Clear minutes protect the syndicate, make it easier to implement resolutions and reduce disputes. Here is how to draft, adopt and preserve them in compliance with the Civil Code of Quebec (up to date as of 2026-05-09).
The role of meeting minutes: evidence, follow-up and transparency
Meeting minutes first serve as evidence of collective decisions. In the event of a disagreement, they show what was actually voted on and according to which co-ownership shares. They then guide the board of directors in implementing the resolutions (work on the common portions, adjustments to common expenses, updates to the maintenance logbook/EUC, etc.).
Minutes also support transparency for each co-owner. By recording the agenda, the matters discussed and the results, they limit misunderstandings. Finally, they are a mandatory document in the co-ownership register that the syndicate must keep and make available to co-owners, in accordance with the Civil Code (see, in particular, the rules on the register and meetings, sections 1070 and 1084 et seq. C.C.Q.).
- Formal evidence of resolutions and quorum achieved
- Follow-up tool for the board of directors and managers
- Budget tracking (condo fees, assessments, contingency fund)
- Reduced risk of disputes and litigation
For legal reference, consult the Civil Code of Quebec on LégisQuébec (sections 1070, 1084 and following, C.C.Q.).
Legal framework, responsibilities and access to the register
The Civil Code of Quebec requires the syndicate to keep the minutes of co-owners’ meetings and board of directors meetings in the register. The register must be accessible to co-owners, according to the procedures set out in the declaration of co-ownership (DCV) and the by-laws of the immovable. Consultation takes place upon request, while respecting the confidentiality of personal information and certain details concerning private portions.
In practice, the meeting chair leads the discussions, while the meeting secretary drafts the minutes. The signatures of the chair and secretary usually authenticate the document. The sending deadline is not set by the C.C.Q. itself; it is often provided for in the DCV. The objective remains to send the minutes promptly and securely, then archive them in the register.
- Mandatory co-ownership register (section 1070 C.C.Q.)
- Co-owners’ meeting minutes separate from board of directors minutes
- Access and retention procedures specified by the DCV/by-laws of the immovable
- Distribution within a reasonable time after the general meeting, according to internal rules
For more information, see the Civil Code of Quebec on LégisQuébec and the best practices published by the RGCQ.
What should good annual general meeting minutes contain?
Annual general meeting minutes must be factual, complete and well structured. They are not a verbatim transcript, but a faithful summary of decisions, opinions and voting results. Here are the essential elements to cover.
- Opening information: date, time, location (in person/hybrid/virtual), type of meeting (annual general meeting/special meeting)
- Attendance and quorum: list or sign-in sheet, co-ownership shares represented, appointment of the meeting chair and secretary
- Notice of meeting: notice sent according to the DCV, agenda adopted
- Resolutions and votes: clear wording, results by vote and, where necessary, by co-ownership shares
- Budgets and expenses: budget approval, assessments/condo fees, calls for funds, contingency fund
- Work and maintenance: decisions concerning the common portions, follow-up on the maintenance logbook/EUC, mandates to be assigned
- Elections: nominations, election/term of office of board of directors members
- Other business and question period: summary of matters addressed, without transcribing personal opinions
- Closing: closing time, signatures of the chair and secretary, relevant appendices (agenda, attendance sheet, financial report)
| Minutes item | Why it matters |
|---|---|
| Quorum and co-ownership shares | Validates the meeting and the legitimacy of the decisions |
| Wording of the resolution | Specifies the purpose and scope of the decision to be implemented |
| Voting results | Avoids disputes and proves the outcome (for/against/abstentions) |
| Budget and assessments | Authorizes payable common expenses/condo fees |
| Board of directors elections | Confirms the composition and terms of office of the directors |
| Appendices (notice, financial statements) | Documents compliance and completes the register file |
Examples of resolution wording
- It is resolved that the 2026-2027 budget, as presented, be adopted and that the monthly assessments be adjusted accordingly.
- It is resolved to authorize the board of directors to retain a licensed contractor for the repair of the balconies (common portions), in accordance with plans and specifications to be obtained, and to allocate a portion of the contingency fund to this project.
- It is resolved that the board of directors update the maintenance logbook/EUC by the next quarter and present a follow-up at the next annual general meeting.
These wordings are only examples; adapt them to your DCV and the reality of your syndicate.
Adopting, correcting and distributing the minutes
After the meeting, the secretary prepares a draft and has it reviewed by the meeting chair. Several syndicates provide for formal adoption of the minutes at the next meeting, while allowing the board of directors to implement uncontested resolutions in the meantime. The final minutes are signed, distributed to co-owners according to the prescribed procedures, and then filed in the register.
Distribution must protect sensitive information. Avoid attaching unnecessary personal information or details specific to private portions that are not needed to understand the collective decisions.
When and how should minutes be corrected?
If there is a clerical error (name, figure, voting result), the secretary may issue an erratum or corrected version, clearly indicating the change. Substantial corrections should be approved at the next meeting or according to the procedure provided for in the DCV, in order to preserve the integrity of the register.
Archiving and retention
The minutes must be kept in the co-ownership register on a permanent and secure basis. Digital filing with version control and backups is recommended. Ensure reasonable access for co-owners while respecting confidentiality.
Common errors to avoid in minutes
- Omitting the quorum, co-ownership shares represented or detailed voting results
- Mixing opinions and facts: the minutes must remain factual and straightforward
- Publishing unnecessary personal information or details about private portions
- Failing to attach the agenda, attendance sheet or key financial documents
- Drafting ambiguous resolutions (difficult implementation, risk of disputes)
- Sending the minutes late or contrary to the procedures in the DCV/by-laws of the immovable
Tools and best practices for strong minutes
- Use a structured minutes template and a standardized attendance sheet
- Prepare the agenda and drafts of important resolutions in advance
- Assign drafting to an experienced meeting secretary; consider professional support
- Use a reliable voting tool (by co-ownership shares where necessary) and keep supporting documents
- File the minutes promptly in the co-ownership register and manage access through a secure portal
For complete administrative support (notices of meeting, annual general meetings, minutes, register), see our Services — Gestion administrative page and our Forfaits. Also consult our blogue for more practical guides.
Frequently asked questions (FAQ)
- Who must sign the meeting minutes? Usually, the meeting chair and secretary sign to attest to their authenticity. Check your DCV for any additional requirements.
- Do the minutes have to be sent to all co-owners? Yes, according to the procedures and deadlines set out in the DCV/by-laws. Secure electronic distribution is acceptable if your rules allow it.
- Can the meeting be recorded to prepare the minutes? An audio recording can help with note-taking, but the minutes remain the official document. Delete the recording after validation, according to your policy and applicable law.
Useful sources:
This article provides general information and does not constitute legal advice. Consult a lawyer or notary regarding your situation.
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Services — Gestion administrative | Forfaits | multiRent Blog
External references: Civil Code of Quebec — LégisQuébec, RGCQ, OACIQ — La copropriété divise et indivise
