Introduction
Every condominium board in Ontario operates under the Condominium Act, 1998, which sets out clear rules for governance, record-keeping, and transparency. Among these requirements, meeting minutes are one of the most fundamental obligations. Minutes serve not only as the official record of decisions but also as a legal safeguard for boards, managers, and owners.
Yet many boards struggle with what to include, what to leave out, and how to ensure compliance. Some over-record, turning minutes into transcripts filled with personal commentary, while others under-record, leaving out key motions or decisions. Both approaches can lead to disputes, litigation risk, and costly misunderstandings.
This is where AI-powered tools like the Minutes App by My Condo Space can help. By combining automation, governance best practices, and strict adherence to legal requirements, AI minutes can strengthen compliance rather than compromise it.
What the Condominium Act Actually Requires
The Condominium Act, 1998 (Ontario) establishes the framework for how minutes must be kept. Here’s what the law says in practical terms:
- Minutes must be taken for all meetings of directors and owners.
These include board meetings, Annual General Meetings (AGMs), requisitioned meetings, and other owners’ meetings. - Minutes must be accurate and official records.
They must capture what was decided and who was present, but they do not need to be verbatim transcripts. - Minutes must be kept permanently.
They form part of the corporation’s official records and must be retained indefinitely. - Minutes must be made available to owners upon request.
This ensures transparency and accountability to the community.
Equally important is what the Act does not require:
- No obligation for word-for-word transcripts.
- No obligation to include background discussions or personal opinions.
- No obligation to record every comment made during a meeting.
In short: the law requires decisions, not debates.
Common Pitfalls in Condo Board Minutes
Despite the Act’s clarity, many boards (and recording secretaries) fall into traps that reduce compliance and increase liability:
- Over-detailed notes. Recording lengthy discussions and personal remarks exposes the board to unnecessary legal risk.
- Missing motions. If a motion, seconder, and vote result are not properly captured, the decision may be challenged.
- Confidentiality breaches. Sensitive matters (e.g., HR, litigation, owner arrears) are sometimes included inappropriately.
- Delays. Human recording secretaries may take up to a week (or longer in some cases) to prepare minutes, making it difficult for managers to follow up promptly on actionable items..
These pitfalls are exactly what AI automation can help avoid. For more examples of pitfalls boards run into, see Common Legal Mistakes in Condo Minutes (and How AI Prevents Them).
How AI Minutes Support Compliance
AI-powered minute-taking offers specific compliance advantages:
- Accuracy: Motions, decisions, and attendance are captured consistently. AI avoids the “human error” of missed notes.
- Timeliness: Minutes are generated immediately after the meeting, supporting the Act’s requirement that minutes be available promptly for approval.
- Consistency: Every set of minutes follows the same structured, professional format — aligned with Ontario condo governance best practices.
- Confidentiality: Unlike recording secretaries, no outsider needs to be in the room. Audio and transcripts are processed securely within the Minutes App platform.
From a compliance perspective, AI eliminates many of the weak points boards face today.
AI vs. Human Secretaries in Legal Compliance
| Factor | AI Minutes (Minutes App) | Human Recording Secretary |
|---|---|---|
| Accuracy | Captures motions & votes verbatim from transcript | May mishear or omit motions |
| Timeliness | Minutes available same day | Often delivered days later |
| Consistency | Structured, Act-aligned templates | Varies by individual style |
| Confidentiality | Data processed securely, no outsiders | Outsider present at meeting |
| Cost & Risk | Fixed, predictable cost | Hourly rates + risk of delay |
This does not mean human secretaries are obsolete — but from a compliance lens, AI minutes are often stronger because they remove subjectivity and delay.
The Role of the Chair in Compliance
Even the best AI solution cannot correct a poorly run meeting. The chairperson plays a pivotal role in ensuring compliance.
Key practices include:
- Clearly stating motions and asking for seconders.
- Conducting recorded votes when required.
- Keeping the agenda structured so motions are easy to identify.
- Summarizing decisions at the end of each item.
When the chair runs an orderly meeting, AI-generated minutes are not only accurate — they’re legally bulletproof.
(Mini SEO angle: condo board chair compliance checklist Ontario)
Data Retention, Access, and Privacy (Minutes App Practices)
Boards also need assurance that their digital minutes comply with privacy and retention rules. According to the Terms of Service:
- Audio and transcripts are stored temporarily for six months, allowing review and troubleshooting if needed.
- Final minutes (Word documents) are retained for up to two years to align with owners’ access rights.
- User and corporation data is retained while the client is active.
- Deletion rights: Managers and boards may request account or data deletion at any time.
- Confidentiality: Data is never shared with third parties except the final minutes delivered to the client.
This structure is actually stricter than many human-based practices, where files are often emailed, saved on personal devices, or even misplaced. For a deeper dive on privacy protections, see Data Privacy and Security in AI Minute-Taking: Protecting Your Condo Board Meetings.
Why Compliance Protects Boards and Owners
Maintaining legally compliant minutes isn’t just about “ticking boxes.” The benefits are tangible:
- Protects directors against liability by showing they acted reasonably and made collective decisions.
- Protects the corporation in case of disputes or CAT/tribunal hearings.
- Ensures transparency for owners, reducing mistrust and rumor.
- Reduces cost and delay, as boards aren’t waiting weeks for minutes that may still contain errors.
Boards that adopt AI minutes are sending a clear signal: we value governance, compliance, and transparency.
Conclusion
The Condominium Act requires boards to maintain proper records — but it leaves room for boards to choose how. With AI tools like the Minutes App, boards can now generate faster, more accurate, and more compliant minutes while avoiding the pitfalls of traditional approaches.
Legal compliance doesn’t have to be complicated. By aligning with the Act and adopting secure technology, boards can protect themselves, reduce costs, and build trust with owners.
Frequently Asked Questions
Are AI-generated condo minutes legally valid in Ontario?
Yes. The Condominium Act requires minutes but does not specify how they must be prepared. As long as motions and decisions are properly recorded, AI-generated minutes meet legal requirements.
Do boards need verbatim transcripts?
No. The Act requires records of decisions, not debates. Verbatim transcripts often create risk by including unnecessary details.
Who approves the minutes under the Condominium Act?
Minutes are typically approved at the following board meeting (for directors’ meetings) or by owners at the next owners’ meeting (for AGMs).
How does the Minutes App protect confidentiality?
No third-party secretary attends meetings. Audio and raw transcript are stored temporarily (six months), minutes for up to two years (or indefinitely as long the corporation remains a client), and data is never shared beyond the client.