Quick Answer
Strata council decisions in BC must be documented clearly and ratified at a subsequent meeting to be defensible and stand up to owner scrutiny. Best practice is to record each decision in the minutes with enough context, ensure proper approval, and avoid off-the-record or informal decisions. This process protects both council members and the strata corporation if decisions are ever challenged.
Why Council Decision-Making Needs Structure
Council decisions that are not properly documented or approved leave the strata—and council members personally—vulnerable to disputes. Clear procedures ensure transparency, owner confidence, and compliance with the Strata Property Act. The Act generally requires that all council decisions be made at properly convened council meetings and recorded in the minutes. This means that emails, hallway conversations, or informal polls do not substitute for the required process.
What Makes a Council Decision Defensible?
A defensible council decision is one that is reached at a properly constituted meeting, is clearly recorded in the minutes, and is ratified by a majority of council members present. For a decision to stand up if challenged (by owners, auditors, or the Civil Resolution Tribunal), your record must include:
- The topic or motion discussed
- Who moved and seconded it (if applicable)
- The precise wording of the decision
- Which members supported or opposed (or if it was unanimous)
- Any reasons for or against, if relevant to significant or contentious decisions
Documenting the decision context is especially important for issues like bylaw enforcement, special levies, or major contract awards.
How Should Decisions Be Recorded in the Minutes?
Every decision should be noted in the minutes with enough detail to establish what was decided, when, and by whom. The minutes should:
- List agenda items in order
- State the exact motion or resolution
- Note who moved and (optionally) seconded the motion
- Record the result: carried/defeated (and the vote count if not unanimous)
- Include relevant rationale for major or contentious issues
Avoid recording informal or off-the-cuff discussions as decisions. Council can only act through properly documented resolutions at meetings. For more on effective minute-writing, see Writing Strata Council Minutes That Protect Your Strata—Now and Years Later.
When and How Should Decisions Be Ratified?
Decisions made at council meetings become official once they are approved by a majority of council members present. The draft minutes are later circulated, and at the next council meeting, the minutes (and therefore the recorded decisions) are approved or amended. This ratification process:
- Confirms the accuracy of the record
- Ensures all council members agree on what was decided
- Forms the defensible, permanent record for the strata
Electronic meetings and urgent decisions must also be documented and ratified at the next regular meeting to ensure compliance.
What Pitfalls Should Strata Councils Avoid?
The most common pitfalls are making decisions outside of meetings, or failing to record them clearly. Decisions made by email or informal vote are not technically valid unless ratified at a proper meeting and entered into the minutes. Other frequent issues include:
- Vague minute entries ("discussion held" with no clear outcome)
- Omitting dissenting votes or rationale on major decisions
- Allowing a single council member or manager to act without formal authorization
To keep your process defensible, always bring informal decisions back for ratification and documentation. Tools like SearchStrata can help councils and managers quickly review past minutes, resolutions, and key decisions to ensure consistency and compliance.
Frequently Asked Questions
What details should be included when recording a council decision?
Council decision records should include the motion's wording, who moved and seconded it, the outcome (carried or defeated), the vote count if not unanimous, and relevant rationale for significant issues.
Can strata council decisions be made by email?
Strata council decisions should be made at properly convened council meetings and recorded in the minutes. Email votes are not official unless ratified at a subsequent meeting and entered into the official record.
How are minutes approved and why does it matter?
Draft minutes are reviewed and approved at the next council meeting, ratifying all decisions recorded. This step creates a permanent, defensible record and ensures all council members agree on what was decided.
What happens if council decisions are not properly documented?
If council decisions are not clearly documented and approved, they may be challenged by owners or regulators and can expose the strata or council members to unnecessary risk or liability.
Is it necessary to record who voted for or against a motion?
For contentious or significant decisions, recording who voted for or against is best practice and enhances transparency. For routine decisions, noting the outcome and whether it was unanimous is usually sufficient.
Conclusion
Every BC strata council benefits from clear, defensible, and well-documented decision-making. By ensuring all decisions are made, recorded, and ratified through proper meetings and minutes, your council protects itself and the owners you serve—especially if challenged later. For busy councils and managers, tools like SearchStrata can make reviewing past decisions and improving your documentation process much faster and more reliable.
