How to Review Co-ownership Minutes Before Buying

Before buying a condo in a divided co-ownership, carefully reviewing the minutes is a key part of your due diligence. These documents reveal the co-ownership’s real history: board of directors decisions, recurring issues, planned work and the general atmosphere. A few hours of analysis can help you avoid costly surprises, such as a special assessment or major work that is about to begin.

In this guide, you will learn how to review the minutes in a structured way, identify warning signs and ask the syndicate the right questions before signing a promise to purchase.

Why read the minutes before buying a condo?

The minutes record the decisions and discussions from meetings (annual general meetings and special meetings), as well as board of directors meetings. You will see:

• Work projects and follow-ups: roofing, facades, parking, elevators, balconies, intercom systems, water heaters, etc.
• Compliance and safety issues affecting the common portions and private portions.
• Disputes, notices of default, insurance issues and claims.
• Finances: pressure on common expenses, assessments, late payments and the level of the contingency fund.

The Civil Code of Quebec provides access to the co-ownership register and documents (see section 1070 C.C.Q.). In practice, your broker or notary should obtain the relevant minutes from the seller or the syndicate. For the legal framework, consult LegisQuebec (section 1070, access to documents). For the usual checks involved in a purchase, also see the OACIQ.

What documents to request — beyond the minutes

Request a complete file covering ideally 24 to 36 months. In addition to the minutes, request:

• Minutes from the annual general meetings and special meetings (the most recent 24–36 months), as well as minutes from board of directors meetings.
• The up-to-date declaration of co-ownership and by-laws of the immovable.
• The current and projected budget, as well as recent financial statements (ideally with an audit report).
• A certificate from the syndicate stating the unit’s common expenses balance, arrears, known disputes and special assessments that have been approved but not collected.
• The maintenance logbook (EUC) and contingency fund study, including a schedule for major work.
• The syndicate’s insurance policies and a summary of reported claims.
• Maintenance contracts (elevators, roofing, sprinklers, electric vehicle charging stations, pool, etc.).

For document management and administrative follow-up, see our administrative management and financial management services. You can also browse related articles on our blog.

For the legal basis for access to documents, refer to LegisQuebec (see section 1070 C.C.Q.): Civil Code of Quebec.

A step-by-step method for reviewing minutes

Use a simple, repeatable process for each set of minutes.

1) Prepare the context

• Identify the date, type of meeting (board of directors, annual general meeting), quorum and attendees.
• Look for your unit (or the relevant parking space or balcony) if the address or private portions are mentioned.
• Have the budget, financial statements and contingency fund study on hand for comparison.

2) Read using these reference points

• Agenda: what is the main objective? Approval of the budget? Urgent work? An amendment to the by-laws of the immovable?
• Decisions and votes: the required majority varies depending on the nature of the decision (see sections 1097–1098 C.C.Q.). Note the votes for and against, and whether the resolution was adopted, deferred or rejected.
• Follow-ups on previous items: a recurring problem (water infiltration, noise, Airbnb, pets) often indicates a risk of costs or conflicts.
• Work: nature, schedule, specifications and contractor selection. Check for any mention of calls for tenders, independent assessments or engineering (EUC/maintenance logbook).
• Finances: increases in condo fees, creation of assessments, transfers to the contingency fund and outstanding balances.
• Insurance and claims: frequency, claim amounts, deductible and corrective measures.

3) Cross-checks and questions to ask

• Compare budget decisions with the financial statements: do the revenues and expenses match what was approved?
• Compare the contingency fund study schedule with the work discussed in the minutes.
• Verify the proposed contracts and contractors. If necessary, check a contractor’s licence with the RBQ.
• Ask the board of directors or manager written questions about dates, specifications, warranties, calls for tenders, late penalties and mitigation measures. If you are represented by a broker, review the broker’s duties through the OACIQ.

To structure your requests and follow-ups, an appropriately equipped manager makes it easier for the syndicate to respond. See the scope of our administrative management and financial management services.

Common warning signs in the minutes

Here are some signs to watch for, along with their typical meaning.

• Repeated or high special assessments: they often indicate an insufficient contingency fund or inadequate planning.
• Recurring problems with water infiltration, drains, the building envelope or roofing: a risk of costly major work; verify the engineering and warranties.
• Ongoing conflicts (noise, pets, short-term rentals such as Airbnb) without a resolution plan: a risk of a toxic atmosphere and financial impacts (fines, legal fees).
• Non-compliance issues or insurer notices without corrective action: possible premium increases or a refusal of coverage.
• Quorum difficulties, delayed minutes and unclear decision-making processes: fragile governance; expect delays and uncertainty.
• High common expenses arrears: cash-flow pressure and a risk to the ability to fund routine maintenance.
• Urgent work awarded without calls for tenders or licence checks: a risk of inflated costs or non-compliance; verify with the RBQ.
• No EUC/maintenance logbook or an outdated contingency fund study: long-term planning is probably inadequate.

For best practices in governance and document review, consult the RGCQ. For the general legal framework governing co-ownership, refer to the Civil Code of Quebec.

FAQ — Co-ownership minutes and buying a condo

• How many years of minutes should I review?
  At least 24 months, and ideally 36 months, to understand recurring issues, planned work and the financial trajectory.
• Can I obtain the minutes if I am not yet a co-owner?
  Yes, through the seller, your broker or the manager. The co-ownership register and documents are governed by the C.C.Q. (see section 1070). In practice, the syndicate will generally cooperate when the request is reasonable and specific.
• What is the difference between annual general meeting minutes and board of directors minutes?
  Annual general meeting minutes record the co-owners’ decisions (budgets, by-laws and board of directors elections). Board of directors minutes reflect day-to-day administration (contracts, work follow-up, management of arrears and claims) between meetings.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary regarding your situation.

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