How quickly should AGM or committee meeting minutes go out?
Quick answer
There's no universal legal deadline in every state, but best practice is to distribute minutes within a week or two while the discussion is still fresh. Some states set specific minimum timeframes for particular meeting types — check your own state's rules.
Key takeaways
- Some states set statutory minimum timeframes for circulating minutes — check yours
- Delay usually comes from reconstructing the meeting afterward, not from writing itself
- Recording live during the meeting is the single biggest speed-up available
Slow minutes are one of the most common owner complaints about strata committees, and they're also one of the easiest problems to fix with a small process change.
Why timely minutes matter
Minutes are the scheme's formal record of what was decided. The longer they take to go out, the more likely details get fuzzy, disputes arise about what was actually agreed, and owners lose confidence that the committee is on top of things. Some states set specific statutory timeframes for circulating minutes of certain meeting types, so it's worth checking your own state's requirement rather than assuming a general rule applies.
What slows minutes down
Typically it's not the writing that takes time — it's reconstructing what happened from someone's handwritten notes, a recording nobody's transcribed, or fragmented memories days after the meeting. By the time someone sits down to write minutes properly, the meeting is a foggy memory rather than a clear record.
A faster approach
Recording motions, movers, seconders, proxies and vote outcomes live during the meeting — rather than afterward — means the bulk of the minutes exist by the time the meeting closes. What's left is a short review and formatting pass, not a reconstruction exercise. This is the core reason Flex Strata's meeting tools capture the record as it happens rather than as a transcript to write up later.
A reasonable target
Even without a specific statutory deadline, aim to have minutes reviewed and distributed within a week to ten days of the meeting while it's still fresh enough to catch errors, and sooner if any decision requires prompt owner notification.
Record live, not from memory
Capturing motions and votes as they happen turns minutes into a review task instead of a reconstruction task.
Related questions
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