Minutes
Draft, sign, and distribute the minutes of a meeting.
What are minutes?#
Minutes are the official record of a meeting. They must faithfully reflect deliberations, resolutions adopted, and votes. Minutes have legal value: they are evidence of what was decided.
Required content#
| Section | Description |
|---|---|
| Header | Syndicate name, date, start/end time, location |
| Quorum | Votes present, votes by proxy, percentage |
| Chair and secretary | Named at opening |
| Agenda | As sent in the convocation |
| Resolutions | Number, wording, vote (for/against/abstain) |
| Signature | Chair + secretary (and optionally co-owners) |
Workflow in Syndic+#
Prepare the draft during the meeting
The secretary opens Meetings → [Meeting] → Minutes and enters resolutions as they're adopted. Votes are auto-computed from the attendance sheet.
Finalize the text
After the meeting, the secretary completes the deliberations and major discussions. A bilingual template is provided (see Document Templates).
Generate the PDF
Click Generate PDF — minutes are formatted with official header, numbering, and signature blocks.
Send for signature
Send for e-signature to chair and secretary via DocuSeal. Signatures are timestamped and certified.
Distribute
Email signed minutes to all co-owners from the module. Send date is recorded in the distribution registry.
Deadlines#
| Step | Recommended | Basis |
|---|---|---|
| Drafting | 15 days | Best practice |
| Signature | 30 days | Common practice |
| Distribution | 30 days | Art. 1085.1 CCQ (syndicate record book) |
Co-owners have the right to consult minutes of the last 5 years. Syndic+ automatically archives them in the document vault.
Correcting minutes#
Minutes cannot be edited once approved — but they can be rectified by resolution at the next meeting. Syndic+ keeps full version history.
Changes to signed minutes must be recorded in an addendum or rectification note, never in the original text.
Exceptions#
- Written resolutions (no meeting): adopted by unanimous signature of all co-owners — no minutes, but the signed text serves as minutes (art. 353 CCQ)
- Board meetings: internal minutes, not distributed to co-owners unless requested