Governance & Meetings

Pastrata provides a compliant digital meeting system for strata councils, Annual General Meetings (AGMs), and Special General Meetings (SGMs). Features include automated notice distribution, real-time quorum calculations, in-meeting video and audio, digital secret voting, voice-triggered motion drafting, and official minutes publishing.

Required Roles & Capabilities

Access to these features depends on your building role and assigned capabilities:

Quickstart (Getting Started)

1. Open Meetings from the More menu (on mobile, the More tab).
2. The Upcoming tab lists the AGM, special general meetings and council meetings still to come, soonest first; Past lists earlier ones. Each shows whether you are registered or attended. A meeting your council or manager is still preparing appears once its agenda is published. Open a meeting to read the published agenda package.
3. If your building's managers include it, open My package page on an AGM or SGM to see your own lots, your vote and your fees under the proposed budget. Only you can see your page; it is never part of the package other owners receive.
4. Register your attendance or assign a proxy before the registration deadline. Once registered the meeting shows Registered, and once you have joined it shows Attended.
5. Once the notice of an AGM or SGM is out, owners and tenants who hold a lot's vote can open Your AGM from the meeting to respond, read what is being decided and what it means for their own fees, and ask council questions.
6. On the meeting date, click Join Meeting Room to enter the virtual session.
7. Cast your votes when motions are opened by the meeting chair, and review published minutes afterwards.

Step-by-Step Guides

How to Use Your AGM Page (Owners & Tenants with an Assigned Vote)

Once the notice of an AGM or special general meeting has gone out, owners, and tenants who hold a lot's vote, have their own page for it, in buildings whose jurisdiction has AGM Studio guidance (British Columbia today). Everything on it is about you and your own lots; other owners never see it. Requires Attend and participate in meetings. The guidance is procedural, not legal advice.

1. Open the meeting from Meetings and choose Open your page in the Your AGM (or Your special general meeting) card (or follow the link in a reminder or an answer from council). The page is at /[building]/meetings/[meetingId]/agm. It opens when the notice is sent and closes when the meeting ends; before then, and for anyone who neither owns a lot nor holds a lot's vote, there is no page.
2. The meeting shows the date, time and place as the notice set them out, and whether you can attend online: only where the notice gave instructions for attending electronically. The instructions themselves are in your notice. Where it gave none, there is no online option anywhere.
3. Your notice shows when the notice was given to you and the day it counts as given. Download the notice package exactly as it was sent with the notice, open My package page for your own lots and fees, and give the strata an email address for notices if you haven't.
4. Your vote lists each lot you vote for, and whether you vote as its owner, your tenant votes for it, or you vote as the tenant it was assigned to. An owner whose vote would be suspended under an arrears bylaw if the meeting were held now is told so, with how it can change; tenants and proxy holders are never told a lot's standing.
5. Your response: choose attending in person, attending online (only where the notice offered it), by proxy (where the meeting takes proxies through Pastrata; it opens the proxy appointment), not attending, or not sure yet. Choosing one replaces the others, and you can change it until the meeting starts. If you've given a proxy and then choose to attend, you are asked whether to keep the proxy or cancel it. Unless you revoke a proxy you gave, your proxy holder can attend and vote for your lot, so to say you won't attend or aren't sure yet, revoke the proxy first. Requests to hold your proxy and proxies you hold are shown here too.
6. What's being decided lists the agenda in order. Each resolution shows the vote it needs in plain words with its citation, the explanatory note and the full wording as noticed, and what it means for you: your share of a proposed special levy for each lot you own, with its instalments, and on the budget your current and proposed monthly fee. If a resolution or a levy schedule changed after the notice, it is flagged, and the noticed version is in your notice package. A changed resolution's wording is shown as its current wording, and a changed levy schedule shows no amounts.
7. Council election shows who is standing, with Nominate myself where you may stand.
8. Ask council sends council a question, shows your questions with their answers, and the answers council shared with every owner, without the asker's name. Questions and answers are strata corporation correspondence owners can ask to inspect.
9. Ask for a resolution: after the notice a resolution you ask for will usually go to a later meeting. Where your jurisdiction provides it, the page also says when owners' written demand must be put on the next general meeting's agenda.
10. The page never shows other owners' responses, fees, standing or questions, the attendance forecast, or how many others have responded.
11. In the mobile app, open the meeting from Meetings and tap Open your page in the Your AGM (or Your special general meeting) card; a reminder or an answer from council opens the page directly. Everything above works the same there, and the notice package opens in your phone's share sheet.

How to Join an Online AGM & Cast Votes

Participate in democratic strata decision-making from your computer or smartphone.

1. Click Meetings and select the active meeting.
2. Click Join Meeting. Allow camera and microphone permissions when prompted.
3. If you vote for a lot, as its owner or as a tenant your landlord assigned the vote to, your attendance automatically counts the lot on the real-time Quorum Counter.
4. When the chair introduces an agenda item and calls a vote, a voting modal will appear on your screen.
5. Select your vote: In Favour, Against, or Abstain.
6. Click Submit Vote. Results will display once the chair closes the voting period.

How to Read a Meeting on Your Phone

The mobile app's meeting screen shows how to attend, the quorum, the motions and the agenda, and gives managers what they need to prepare.

1. Open More > Meetings. The All view groups meetings under Upcoming and Past, each with its count. A completed meeting is always under Past.
2. Open a meeting. The summary says how to attend: in person, online, or in person and online, and where. For an AGM or SGM that hasn't ended, it also shows the quorum (lots needed out of the building's total) and the lots and proxies expected so far, or present once the meeting is under way.
3. Until the meeting is completed, Motions lists each motion before it: who moved and seconded it (or Mover recorded at the meeting), the vote it needs (Majority, Three-Quarters and so on) and, for spending, the fund it comes from: the operating fund, the contingency reserve fund, or a special levy. A resolution approved in AGM Studio for a CRF expenditure or a special levy names its fund on its own. A completed meeting shows its outcomes instead.
4. Managers (Manage meeting sessions) also see the AGM or SGM notice deadline: the last day to send the notice by mail or email or, once that has passed, the last day to hand it to owners. Once the notice has gone out, the summary says when, and whether it was late. Motions also lists resolutions approved for a notice that hasn't gone out yet, marked Not yet sent to owners.
5. Managers see a typed agenda's draft before it is published, under a Draft banner. An empty agenda says what to do next: Open AGM Studio to build the agenda of an AGM that AGM Studio tracks (owners get it with the notice), or Open on web to add and publish the items from the meeting page.
6. For the AGM that AGM Studio tracks, Manager Actions include Open AGM Studio.
7. While nominations for a council election are open, the election card says what closing them now would do: if there are no more consenting nominees than seats, they are elected by acclamation and any seat left over stays unfilled; if there are more, the election goes to a ballot. Nominees who haven't consented are dropped, and the chair closes nominations at the meeting once a quorum is present.

How to Choose How You Receive Notices

Owners, and tenants who hold a lot's vote, can give the strata corporation an email address or a mailing address outside the strata plan for notices of meetings.

1. Open the More menu and choose How you receive notices, or follow the card on an AGM or SGM page. In the mobile app, it is under More > How you receive notices, with the same choices.
2. To have notices emailed, enter your email address, read the strata corporation’s statement with your address filled in, tick I agree to this statement, and click Save.
3. To have notices mailed somewhere other than your strata lot, enter the address, country included, read the strata corporation’s statement for it, tick I agree to this statement, and click Save.
4. To stop using an address, click Withdraw next to it. Withdrawing never undoes a notice already given to you.
5. Under Notices given to you, see each recent or upcoming meeting’s notice: how and when it was given, the day it counts as given, or that it is on its way.

How to Assign a Digital Proxy Voter

If you cannot attend an AGM or general meeting in person, designate another eligible member to vote on your behalf under BC Strata Property Act s. 56.

1. Go to Meetings and locate the upcoming meeting.
2. Click Designate Proxy.
3. Select an eligible strata member to serve as your proxy holder from the verified roster.
4. Choose your proxy type: General Proxy (discretionary voting) or Instructed Proxy (specific voting directives on scheduled agenda motions and council elections).
5. For an Instructed Proxy, each council election not yet decided can be left to your proxy or set to Mark these nominees: pick up to as many nominees as there are seats from those nominated before the meeting. Your proxy must mark exactly those, and decides any mark whose nominee is no longer on the ballot.
6. Review appointment details, certify statutory consent under section 56 of the Strata Property Act, and submit the electronic proxy.

How to Answer a Request to Hold Your Proxy

Another member can ask to hold your proxy. It isn't a proxy until you confirm it: they can't vote for your lot, count it toward quorum, or see whether it's in arrears.

1. You get a notification when a member asks to hold your proxy. Open the meeting from it, or go to Meetings and open the meeting.
2. Under proxy status, click View proxy form to read the appointment.
3. Click Confirm and sign to appoint them as your proxy, or Decline to turn the request down.
4. If you confirm, any other requests for your proxy end. You can still revoke the proxy later, at any time: choose Revoke proxy and confirm. Any vote already cast stands, and your proxy holder is told. Revoking in the app ends the appointment for that meeting; to revoke a general proxy for later meetings too, give the strata corporation a signed written revocation.
5. If you hold someone's proxy, you can choose Step down as proxy holder and confirm, until the meeting starts. They are told, and so is whoever manages the meeting. Once the meeting has started, tell the chair instead.
6. If the account of the person who gave a proxy, or of the person holding it, is closed before the meeting, the proxy ends in Pastrata (shown as Ended: account closed). The other person is told, and so is whoever manages the meeting. If a signed proxy document exists, the chair decides at the meeting whether it still stands.
7. If you register to attend after giving a proxy, choose whether to cancel it or keep it for any time you're not there. While you're at the meeting your proxy holder doesn't vote for you.
8. To ask for another member's proxy yourself, click Ask to hold another member's proxy on the meeting. Your request shows as waiting until they confirm, and you can withdraw it.

How to Facilitate a Council Meeting (Chair / Host) (Strata Council & Managers)

Run an organized meeting with structured agendas, quorum checks, and recorded motions.

1. Navigate to Meetings and select Start Meeting.
2. Verify that the quorum indicator shows Quorum Met based on attending eligible voters.
3. At a council meeting the quorum is of council members present in person or online, not lots: your jurisdiction's council quorum where it sets one (British Columbia: Standard Bylaw 16, 1 of a 1-member council, 2 of 2 to 4, 3 of 5 or 6, 4 of 7), otherwise a majority of the council, shown as Pastrata's default. There is no half-hour rule or adjournment for want of a quorum at a council meeting.
4. At an AGM or SGM the quorum is your jurisdiction's: in British Columbia 1/3 of the votes (2/3 below 4 lots); in Ontario the owners of 25% of the units (Condominium Act, 1998, s. 50). Where no jurisdiction is set, Pastrata uses its own default of 1/3 and never presents it as the law.
5. Follow the agenda items in order. To table a vote, click New Motion.
6. Enter the motion wording, mover, and seconder, then click Open for Voting.
7. If the motion would buy or sell land, amend or cancel the strata plan (including a winding-up resolution), or otherwise affect owners' interests in their lots, the common property or common assets, tick Affects owners' property interests (SPA s. 148(6)) before it is seconded. On that motion, a lot leased under a long term lease (3 years or more) is voted by its owner, not the tenant.
8. If the motion amends the bylaws, tick the bylaw amendment box. Where your jurisdiction sets the least vote a bylaw amendment needs (British Columbia: a 3/4 vote, SPA s. 128(1)), the decision rule is raised to it, and a warning shows if the rule is set below it, on the motion form and on the meeting page.
9. Once all votes are submitted, click Close Vote to record the outcome.
10. At the conclusion of the meeting, click End Meeting & Draft Minutes. The system will generate structured minutes for council review.

How to Run a Council Election at an AGM (Managers) (Strata Council & Managers)

Elect the council as an election, not a motion: nobody moves or seconds it, and it fills several seats from a slate of nominees (BC Strata Property Act s. 25). Requires the Manage motions and votes capability (MEETING_MOTIONS).

1. Open the AGM or SGM from Meetings and go to the Elections tab. Click Add council election, set the seats to fill (your bylaws set the council size; where the Standard Bylaws apply they allow 3 to 7, and Pastrata warns about a size outside that), and choose a secret or open ballot.
2. Before or during the meeting, click Nominate someone to enter a nomination you received in writing or from the floor. The nomination waits for the nominee to accept in the app. At the meeting you can click Record consent given aloud instead. Owners, and tenants whose landlord assigned them the right to stand, can also nominate themselves.
3. Who can stand follows BC Strata Property Act s. 28: owners, tenants assigned the right to stand under s. 147 or 148 (record the assignment on the tenancy first), and any class of people your bylaws add. To use bylaw classes, list them under Settings › Meetings › Council eligibility bylaw classes. When you nominate someone outside the first two groups, choose which class they belong to.
4. Click Close nominations. Anyone who never consented is dropped. If no more people are standing than there are seats, they are elected by acclamation and no ballot is held.
5. Otherwise, during the live meeting, click Open ballot. Each strata lot casts one ballot, marking up to as many nominees as there are seats, in person or by proxy. On a secret ballot Pastrata records that a lot voted, never how.
6. Click Close ballot. The seats go to the nominees with the most votes. Only one owner of a strata lot may sit on council, so a second owner of the same lot is passed over. This rule applies to owners only.
7. If nominees tie for the last seat, click Settle the tie and choose a Runoff ballot among the tied nominees, or record a lot draw where your bylaws provide for one. Pastrata never breaks a tie by itself.
8. The result appears in the minutes in its own section and in the published outcomes. Click Start council handover to begin the new council term with the elected owners already filled in.

How to Stand for Council and Vote in a Council Election (Owners) (Owners)

Put your name forward for council, answer a nomination someone made for you, and cast your lot's ballot, on the web or in the mobile app. A tenant whose landlord assigned them the right to stand or the vote (BC Strata Property Act s. 147 or 148) does the same: the tenant casts the lot's ballot in place of the owner while the assignment is in effect.

1. Open the AGM from Meetings. On the Elections tab (on mobile, on the meeting screen), click Nominate myself.
2. If someone nominated you, choose Accept nomination or Decline. You can withdraw until the ballot opens.
3. When the chair opens the ballot during the meeting, click Cast ballot (on mobile, open the Elections tab in the meeting room). Mark up to as many nominees as there are seats. Mark none to abstain.
4. If you hold proxies, you get one ballot for your own lot and one for each lot you represent. Cast them all at once. A ballot can't be changed once it is cast.
5. If your building's bylaws suspend the vote of lots in arrears, and your lot is in arrears, you'll see why instead of a ballot. Paying what's owing, or agreeing a payment plan with council, restores your vote. If you hold proxies for lots that aren't in arrears, you can still vote for them.

How to Register, Stand for Council and Propose Resolutions with eConcierge

eConcierge can handle some meeting tasks for you. Nothing is done until you confirm on the card it shows, which names the meeting and its date.

1. Open eConcierge and say what you want, for example "Sign me up for the AGM", "Cancel my AGM registration", "Put my name forward for council" or "I accept my council nomination".
2. Council members and property managers can also say "Send everyone the join link for Thursday's council meeting again", "Put a written resolution to council to approve the lobby repaint quote, voting closes Friday" or "Record our new elevator contract with Otis".
3. eConcierge finds the meeting, election, resolution or vendor you mean and shows a confirmation card. If registering would cancel a proxy you gave someone, the card says so.
4. Confirm to go ahead.

Pro-Tip: eConcierge never votes for you. Cast your vote or ballot, appoint or revoke a proxy, and take part in a live meeting from Meetings yourself.

Pro-Tip: Running an election, publishing an agenda or notice, and saving or approving minutes also happen in Meetings.

Pro-Tip: A written resolution proposed through eConcierge needs every council member's consent. Where your bylaws allow a majority instead, propose it in the app and choose Majority.

How to Apply Your Arrears Bylaws to Votes and Council (Managers) (Strata Council & Managers)

BC lets a strata corporation adopt bylaws that take away the vote, and the right to sit on council, of a lot it could register a lien against (Strata Property Act s. 53(2) and s. 28(3)). The Standard Bylaws include neither, so both stay off until you turn them on. Requires the Manage meeting sessions capability (MEETING_MANAGE).

1. Check your registered bylaws first. Turn a setting on only if your bylaws adopt that rule.
2. Go to Management > Settings > Meetings. Under Arrears bylaws, turn on Suspend votes of lots in arrears (s. 53(2)), Bar owners of lots in arrears from council (s. 28(3)), or both.
3. A lot counts as in arrears once a strata fee or special levy is overdue, a two-week demand notice for it has run out, and no payment plan or approved deferral covers it. Fines never count.
4. With vote suspension on, a lot in arrears can't vote on motions or in council elections at an AGM or SGM, except on motions that need an 80% or unanimous vote. It isn't counted for quorum either. The quorum tracker shows you which lots are left out. Other owners never see whose lots they are.
5. With the council bar on, an owner of a lot in arrears can't be nominated, accept a nomination, or be seated at the council handover. A nominee whose lot falls into arrears before nominations close is dropped from the slate.
6. If a sitting council member's lot falls into arrears mid-term, council and the property manager see them flagged as disqualified on the council roster (Management > Council > Continuity). Pastrata doesn't remove anyone on its own. Once council has dealt with it, a manager with the Manage council transitions and officer assignments capability (COUNCIL_TRANSITION_MANAGE) clicks End term on that member and can note the council decision. They leave the council and lose council access straight away, and the action is recorded in the audit log.
7. Paying what's owing, or agreeing a payment plan with council, restores the lot straight away, even during the meeting.

How to Compile a Statutory Notice Packet & Generate Postal Labels (Strata Council & Managers)

Prepare the AGM or SGM notice package your jurisdiction's guidance describes (in British Columbia, Strata Property Act s. 45 and s. 61). This is procedural guidance, not legal advice.

1. For the AGM that AGM Studio tracks, open AGM Studio and choose the Package phase (the meeting page's Notice package button takes you there). For an SGM, or an AGM Studio doesn't track, click Notice package on the meeting page. Both show the same package panel, to those who can manage meetings.
2. The panel lists every exhibit. Required exhibits are always in; tick an optional one to include it. For each document Pastrata finds in the library, it shows the document chosen, why, and whether it is current, with the reason when it isn't (for example, last year's statements). Pick another document on file, or add one to the document library.
3. The owner's own page is an optional exhibit, off unless you include it. Once a version that includes it is frozen, each owner sees My package page on the meeting's page, on the web and in the mobile app: their own lots, unit entitlement, who votes for each, and their current and proposed fees as the frozen package states them, and, where your bylaws suspend votes for arrears, their standing on the day they open it. A tenant who holds a lot's vote sees the lot and the vote only. It is made for each reader when they open it, never stored, and never part of the package other owners receive.
4. In the mobile app, AGM Studio shows the package read-only: each exhibit's verdict and why, the open warnings, and the frozen version to download. You can record council's approval of the frozen version there. Choosing documents, compiling, freezing and dismissing warnings are on the web.
5. Warnings list figures that disagree or look carried over from last year, with both values and where each came from. They never stop you compiling, freezing or sending the notice. Fix the source, or click Dismiss and say why: the dismissal holds for those figures, and the warning opens again if they change.
6. Select the delivery channel: Electronic for digital distribution, or Mail for physical printouts with a postal cover sheet.
7. The exhibits are the notice letter and agenda, the proposed budget with each unit's contributions, the contingency reserve fund summary, the financial statement for the year just ended, the resolutions needing a special vote with their explanatory notes, council candidates, the proxy appointment form, the minutes of the last general meeting, the depreciation report and the insurance report, as your jurisdiction's AGM guidance sets them out. The headings and statutory wording come from that guidance, and Pastrata picks each document by its category and the period it covers, never by its title. Where a document's period isn't recorded, confirm it in place (Pastrata suggests one read from the document's text; nothing is used until you confirm it).
8. Click Compile a draft to generate a single indexed PDF with a Table of Contents and continuous page numbering (Page X of Y). A draft is a version to review: download it from the version list.
9. Click Freeze on a current draft to make it the version the notice goes out with. Freezing adds it to the document library for owners and replaces the version frozen before it; every version is kept with its fingerprint. A draft that is out of date (something it was compiled from changed) can't be frozen: compile again. Recording council's approval of a version is optional and never needed to freeze.
10. Where your jurisdiction's guidance serves notice person by person (British Columbia does), the mail-out, labels and certificate of service come from the Notice phase instead (see Serve the AGM Notice Person by Person), and the package panel has no postal manifest. Elsewhere, for owners requiring physical mail delivery, click Postal manifest and labels to see everyone entitled to the notice and how each is sent it, from the addresses on record.
11. Download print-ready Avery 5160 Labels (3 columns × 10 rows) and generate a Certificate of Service manifest for strata records.
12. Pastrata never fills in an address that hasn't been recorded. If anyone to be served by mail has no complete address, the manifest lists them with what is missing, and the labels and certificate stay unavailable until it is recorded. When the building's own street address or postal code is missing, a manager with the Edit building configuration capability (BUILDING_SETTINGS_EDIT) can add it right there in the manifest. If your building requires approval for settings changes, another manager approves it first.
13. For an AGM, compiling the package checks the same requirements as sending the notice (see Send the AGM Notice). If one is not met (for example, the budget is not on the agenda, or there is no current depreciation report to present), the panel lists it with a link to resolve it, and Compile a draft stays unavailable. Managers who can override regulatory guidance can enter a reason of at least 10 characters to proceed; the reason is recorded in the audit log.
14. The package goes to every owner, so it only uses documents every owner can open in the document library. A council-only or management-only document is never chosen; if you pick one, or the agenda links one, Pastrata says so and compiling stops naming the exhibit. Change the document's access or choose another.
15. Where your jurisdiction requires it (in British Columbia, Strata Property Regulation 6.6), the proposed budget sets out each unit's monthly contribution to the operating fund and the contingency reserve fund, shared by unit entitlement as the fee schedule will charge it, with its current fee and the change for information. Units are named by number only. If a unit has no unit entitlement on file, compiling stops and names the units: record their entitlements, then compile again.
16. The package uses the same proposed budget the AGM checklist checks: the one for the fiscal year this AGM approves, based on your fiscal year-end. If a selected record can't be included (for example, an attached PDF is damaged or its file is missing), compiling stops and names it, and no package is saved. Fix or replace the document, then compile again.
17. A frozen version is kept exactly as compiled. Freezing a newer version replaces the one before it in the document library; earlier versions are kept. If anything in the package changes afterwards, such as a newer copy of the financial statement, the budget or a resolution's wording, compile and freeze a new version before sending the notice.

How to Follow Owners' Responses and the Attendance Forecast (Strata Council & Managers)

Once notice is out, owners say how they'll take part, and council sees an estimate of attendance: whether a quorum is likely and, for each noticed resolution, what attendance can and can't decide. It is an estimate of attendance only. It never predicts how anyone will vote, shows no percentages, and isn't legal advice.

1. Owners and tenants who hold a lot's vote register to attend (in person, or online where the notice said how to attend electronically), appoint a proxy, or say they won't attend or aren't sure yet. Choosing one replaces the others. Registering through the assistant counts as attending without saying how.
2. For an owner with no account, record their reply from their written reply, which you attach. A later reply replaces it as the one that counts; the earlier one is kept with its written reply for 2 years from receipt.
3. The forecast shows a band (reached on commitments, likely, uncertain, unlikely, out of reach, or not enough responses yet), a range of votes likely to be represented, how many are committed, the most that can be represented, and what it is based on. Lots whose votes are suspended under an arrears bylaw are left out of the quorum and counted for 80% and unanimous resolutions.
4. It learns from this building's turnout at its last three general meetings held in Pastrata. With none, you can enter a past meeting's turnout from its minutes: attach minutes shared with owners, council, managers or auditors (owner-level sharing), not with every member and not by individual sharing, since minutes are records only those people may inspect. With no history, it uses cautious fixed assumptions and says so.
5. Owners never see the forecast or how many others responded. Once the meeting opens, the live quorum count replaces it.
6. In AGM Studio, open the Owners respond phase once the notice is out. Attendance forecast shows the band, the range of votes (never a percentage), what it is based on, past turnout or the assumptions, what happens if a quorum isn't present, and one row per noticed resolution with its rule and what attendance can and can't decide. Record last AGM's turnout (managers) enters a past meeting's turnout from its minutes when there's no history in Pastrata.
7. Reminders (managers) shows how many lots haven't responded and how many can only be reached by mail. Choose Remind N lots that haven't responded, add a note from council if you like, and send. At most one reminder goes out per meeting in 48 hours, through each owner's notification settings; you never see who it went to.
8. Owners' questions (managers) lists each question with who asked. Choose Answer to reply to the owner who asked, or for every owner without their name: write the question as everyone will see it (it starts empty; Start from the owner's words copies their question to edit), leaving out personal details, and optionally put it in the minutes draft. Or choose Decline with a reason the owner sees. An answer to one owner isn't confidential.
9. Replies from owners without an account (managers, where notice is served person by person) records each such owner's written reply, attached, so it counts in the forecast.
10. Studio's advice in this phase (lots that haven't responded, quorum at risk, unanswered questions) links to the reminder, the forecast and the questions. It never blocks anything.
11. Questions about a special general meeting aren't in Studio, which follows the AGM: managers answer them on that meeting's page, under Owners' questions, in the same way. The notification of a new question opens it.
12. In the mobile app, AGM Studio shows Owners respond once the notice is out: the attendance forecast (read only), Reminders and Owners' questions, with answers written as plain text. Recording replies from owners without an account and a past meeting's turnout from its minutes are on the web; Open AGM Studio on the web takes you there. A question from an owner opens Studio in the app; at a special general meeting, which Studio doesn't track, it opens the meeting, where the same forecast, reminders and questions are.

How to Send the AGM Notice (Council & PMs) (Strata Council & Managers)

Give owners notice of the AGM from Pastrata. Where your jurisdiction's AGM guidance is published, Pastrata checks the notice against it first, as procedural guidance rather than legal advice. Requires the Manage meetings capability.

1. When you create a meeting and choose AGM, the AGM checklist appears beside the form: the last day the AGM may be held, whether the fiscal year-end is set, and what the agenda and notice will need. You can save the AGM at any time.
2. From 7 days before the mail and email deadline, a banner on the AGM and on the Management dashboard names the date the notice must be sent by. Managers and council members also get reminders 7, 3 and 1 days before, then daily until the notice goes out or the meeting passes.
3. Open the AGM and select Send AGM notice (on the agenda page it replaces Publish). If something required is missing, such as approval of the last AGM's minutes on the agenda, the budget, the financial statements, the wording of a special resolution, or a current depreciation report, the dialog lists it with a link to fix it. Approval of the last AGM's minutes can be added to the agenda in one click. Last year's financial statements don't count, even if they were uploaded after the year-end.
4. Where your jurisdiction's guidance requires it (British Columbia does), the notice goes out with the compiled notice package: compile it first, and compile it again if anything in it has changed since. The notice records which package version it went out with.
5. While something is missing, the notice can't be sent. Managers who can override regulatory guidance can select Proceed anyway and record a reason of at least 10 characters; it is kept in the audit log.
6. Where notice is served person by person, the dialog also says how many people the notice goes to, how many have no way to be served yet, and which package version goes with it. Answer whether a winding-up resolution will be considered (it is never assumed) and confirm the recipient list matches the strata's records, in the words your jurisdiction's guidance sets out, before sending.
7. If the meeting moves, a resolution is added after the notice, or a special resolution is reworded, select Send amended notice. A special resolution reworded after the notice can't go to a vote until an amended notice is sent or it is withdrawn; in the web meeting room, a manager who can override regulatory guidance can open the vote with a recorded reason.
8. Ask eConcierge "what's left for our AGM?" for the same checklist, with the legislation each step comes from.

How to Serve the AGM Notice Person by Person (Council & PMs) (Strata Council & Managers)

Where your jurisdiction's AGM guidance serves notice person by person (British Columbia today), AGM Studio's Notice phase lists everyone entitled to notice and how each will be, or was, served, and draws the certificate of service from those records. Requires the Manage meetings capability (MEETING_MANAGE). The guidance is procedural, not legal advice.

1. Open AGM Studio and choose the Notice phase. The top card shows the last day notice may be given, the last day to send by each method, and the package version that goes with the notice, with whether it is small enough to attach to email. Pastrata treats email as serving notice only when the whole package is attached.
2. Before sending, the list shows each owner, mortgagee who asked for notice, and tenant who holds a landlord's right to vote (assigned by the landlord, or under a long-term lease), with the lots they are entitled through, and the method Pastrata planned for them from what they have given: the email address or address outside the strata plan they gave for notices, otherwise their lot. Change a person's method from those that can serve them, or choose Needs attention to see only the people with something to fix.
3. Record an address someone gave in writing with Record an address they gave: the address or email address, the day they gave it, who received it, and their written instruction. Record a signed written waiver with Record a waiver. Evidence must be a document in the library restricted to council or managers. A waiver has no effect at a meeting that considers a winding-up resolution.
4. Add someone without an account, such as an owner on the strata's records or a mortgagee who filed a request for notification, with Add someone without an account, and attach the document their entitlement comes from.
5. Send the notice with Send AGM notice (see Send the AGM Notice). Emails go out with the package attached. Pastrata counts an email as served only when the email service reports it delivered. After a bounce, a spam report or no delivery report in time, Pastrata treats the person as not served, and they need to be served another way.
6. After sending, the list shows each person's status (not yet served, in progress, served, not served or waived) and, once served, the day the notice counts as given. Choose Serve to email or mail someone again, or to record that it was handed to them, left with an adult occupant, put under the door, or put through their mail slot or in their mailbox. Recording a hand delivery asks for the day, who delivered it, and what the guidance asks them to confirm; if someone else delivered it, attach their signed statement.
7. Letters wait for the next mail-out. Choose Prepare to make the letters and Avery 5160 labels, download them, deposit them with Canada Post, postage prepaid, then choose Record mailing with the day they were deposited and confirm the statement. A letter that comes back can be recorded with Letter came back; an attempt that hasn't gone out can be withdrawn with a reason.
8. Someone who becomes entitled after the notice went out, or was left off it, is listed under the latest notice. Choose Add to this notice to serve them under it. They count as served in time only if their notice counts as given by the last day notice may be given; a later one is marked as late. If the meeting date moves, an amended notice is needed.
9. A lot with no verified owner when notice had to be given, or with someone claiming to own it who wasn't verified, is listed under the notice with a task, and the notice step stays open until it is dealt with. Choose Record notice to the owner once a notice addressed to the owner of the lot (for example "The Owner, Strata Lot 4") was left with an adult occupant, put under its door, mailed to it or put in its mailbox: give the day and who delivered it, and confirm the statement for the method and that no address outside the strata plan is on record for the owner. Where the lot had a verified owner, choose Not the owner to record, with your reasons, that a person claiming it wasn't an owner. A person verified as an owner only after notice had to be given is flagged; ask your counsel unless notice to them or to the lot's owner was given in time. Any of these records can be withdrawn with a reason.
10. Earlier notices, such as the original before an amended one, keep their certificate of service under Earlier notices.
11. Choose Certificate of service to download the certificate drawn from the records, listing how and when each person was served.
12. Owners and tenants see how they were served, and download the notice package, on their How you receive notices page.
13. In the mobile app, AGM Studio shows the deadlines and, once the notice is sent, each person's status. To record a delivery you made yourself on site (handed to them, put under the door, or through their mail slot or in their mailbox), tap Record a delivery, choose how and the day (for a corporation, the officer or director it was handed to), and optionally take a photo, which is kept as a document only council and managers can open. Leaving it with an adult occupant, a delivery someone else made, re-serving by email or mail, the mail-out and the certificate of service are on the web.

How to Plan Your AGM in AGM Studio (Council & PMs) (Strata Council & Managers)

Run the annual general meeting from one place, where your jurisdiction's AGM guidance is published (British Columbia today). Viewing Studio requires the View regulatory workflow checklists and banners capability; planning, assigning and recording work require Manage meeting sessions. The guidance is procedural, not legal advice.

1. On the web, open Management > AGM Studio, or the AGM card on the dashboard or the AGM's meeting page. The header shows the last day the AGM may be held, the meeting date, the date notice must go out with the days left, and the next thing to do.
2. Under Meeting date, Studio suggests a date that leaves time to give notice and avoids statutory holidays. Until the AGM is scheduled, milestone dates are provisional and counted from the suggested date.
3. Open a phase of the journey to see its tasks, each with its source, due date and owner. Choose an owner for a task: they get it on their calendar, a reminder as it comes due, and a weekly AGM email of what's due and who has it.
4. To move the AGM, choose Change the meeting date. Studio shows every milestone that moves, and whether owners will need an amended notice, before you save, and tells each owner of a moved task once.
5. For work done outside Pastrata, such as receiving the financial statements, choose Record as done and enter the date it happened. Tasks Pastrata can see happen, such as the notice going out, complete themselves.
6. In the mobile app, open More > Management > AGM Studio to see the header, what stands in the way of the next statutory step, and the tasks assigned to you. Tapping a reminder about one of your tasks opens it there. Planning, assigning and recording work are done on the web: tap Open AGM Studio on the web.
7. Ask eConcierge "what's left for our AGM?". The answer links to AGM Studio, and to the task for each step it names.

How to Schedule and Prepare Meetings with eConcierge (Council & PMs) (Strata Council & Managers)

Ask eConcierge to schedule a meeting or keep it up to date. Nothing changes until you confirm. Requires the Manage meeting sessions capability.

1. Open eConcierge and say what you want, for example "Schedule a council meeting for November 12 at 7pm to go over the budget", "Move the budget review to Thursday" or "Tick off 'book the room' on the budget review checklist".
2. eConcierge finds the meeting and shows a confirmation card with its title, time (in your building's timezone) and each change.
3. Confirm to go ahead. eConcierge can also record when council notice was given, when owners were notified, and when owners were told about the minutes.

Pro-Tip: Sending notices and agendas, cancelling or closing a meeting, and setting up recurring meetings stay on the meeting screen.

How to Keep the Depreciation Report Current (BC) (Strata Council & Property Managers)

In British Columbia, a strata with 5 or more lots must keep a current depreciation report. Pastrata tracks the cycle and the regional deadline for a first report. Requires the Record depreciation report dates and track the report cycle capability. Pastrata never orders the report for you.

1. Go to Management > Depreciation report. The page appears only where your jurisdiction sets this requirement; a strata with fewer lots than the minimum sees that it is exempt.
2. Under Most recent depreciation report, enter the date on the report and, if it is in the document library, choose it. Select Save.
3. With no report on record (or one older than the cut-off), the checklist and a banner name the last day a report is required by for your region. The regulation says "before" a date, so that is the day before it: a report due before July 1 is required by June 30, and every Pastrata screen and reminder names June 30. With a current report, the banner appears 12 months before its five-year cycle ends.
4. Once you have engaged a qualified person (such as a professional engineer or certified reserve planner) to prepare the new report, select Mark as commissioned. When the new report arrives, record its date: the banner clears and the cycle starts again.
5. If an AGM is coming up and there is no current report, sending the AGM notice or compiling its package is blocked until a current report is recorded, or a manager proceeds with a recorded reason.
6. Managers and council members get push and in-app reminders before the date (12, 6, 3 and 1 months before a cycle end; 18, 12, 6, 3 and 1 months before a first-report deadline) and after it until a new date is recorded. The mobile app shows the same banner on the Management tab; record dates on the web.

How to Keep the Master Insurance Policy Renewed (BC) (Strata Council & Property Managers)

A strata corporation must obtain and maintain property insurance at full replacement value and liability insurance, and report on its coverage at each AGM. Pastrata reminds you before the master policy expires and keeps the coverage summary ready for the AGM notice. Requires the Record the master insurance renewal, appraisal and coverage summary capability. Pastrata never buys, binds or renews a policy for you.

1. Go to Management > Insurance renewal. The page appears where Pastrata has insurance-renewal guidance for your jurisdiction.
2. Record the policy's renewal (expiry) date, the date of the last appraisal, the property coverage, the liability limit and the deductible, and write a plain-language coverage summary for owners. Select Save. Every change is kept in the audit log.
3. From 90 days before the renewal date, a banner on the page and on the Management dashboard reminds you to renew. Managers and council members also get reminders 90, 60 and 30 days before, then daily once the date has passed. When the policy renews, record the new term's expiry date: the reminders stop and the next cycle starts.
4. The checklist also flags an appraisal more than about 3 years old (a common practice, not a legal requirement) and a liability limit below the $2,000,000 minimum.
5. Sending the AGM notice is blocked until a coverage summary is on record, so the insurance report reaches owners with the notice. Managers who can override regulatory guidance can proceed with a recorded reason.
6. When a deductible changes, a banner reminds you for 30 days that owners and tenants must be told as soon as feasible. Pastrata does not send that notice for you.
7. Any member can ask eConcierge "what insurance does our strata carry?" or "what's our deductible?" and get the recorded coverage with the legislation it comes from.
8. Managers can also ask eConcierge to record the renewal date, appraisal date, limits or coverage summary, for example "Our policy renews on March 31, 2027". The same eConcierge can record the date of your latest depreciation report, or that a replacement report has been commissioned. Nothing is saved until you confirm.

How to Review, Sanitize, & Publish Meeting Minutes (Privacy Review) (Strata Council & Managers)

Keep residents’ personal information out of the minutes owners receive, where your province’s privacy law applies (for example, BC’s PIPA) and as good practice everywhere.

1. Navigate to Meetings and open the concluded meeting.
2. Click Review Minutes (/[building]/meetings/[meetingId]/minutes).
3. The automated privacy scanner analyzes draft minutes for personal identifiers, owner names, unit numbers tied to financial arrears, and dispute details.
4. If potential privacy concerns are detected, click Review Redactions or Publish.
5. In the side-by-side privacy diff modal, review each highlighted item in the original text alongside the sanitized preview.
6. Choose Mask (Accept), Keep (Reject), or Custom replacement for each finding, or use Accept All.
7. Check the council privacy affirmation confirming that council reviewed the minutes and their redactions to protect personal information (or supply an exemption justification).
8. Click Confirm & Publish Dual-Tier Minutes to archive an unredacted Council Master with an in-camera confidentiality watermark and publish the sanitized version to the Document Library.

How to Correct Approved Minutes (Strata Council & Managers)

Approved minutes are a permanent record and can’t be edited or approved again. Fix a mistake with a correction, which replaces them once approved and keeps the earlier version on record.

1. Open the meeting’s minutes (/[building]/meetings/[meetingId]/minutes). Approved minutes are shown read-only.
2. Click Correct minutes and say why they need correcting. Everyone who opens the replaced version will see this reason.
3. Edit the correction like a draft. Owners keep seeing the approved minutes until you approve it. The action items section stays as it was approved.
4. Click Approve correction. It goes through the same privacy review, and you can send owners a notice that the minutes were corrected.
5. The earlier version stays in the Document Library marked Replaced, with who replaced it, when and why, and a link to the current version. The minutes page lists it under Earlier versions.
6. Changed your mind? Click Discard correction. The approved minutes stay as they are. Every approval, correction and replacement is kept in the building’s audit trail.

How to Complete Post-AGM Statutory Automation & Form I Filing (Strata Council & Managers)

Execute post-meeting follow-up: minutes distribution (within 2 weeks is recommended), and the statutory steps of approved budget fee schedule propagation (s. 99) and land title office filing of the Amendment to Bylaws (Form I, s. 128(2)).

1. Navigate to Meetings and select the concluded AGM or SGM.
2. Click Post-AGM Automation (/[building]/management/meetings/[meetingId]/post-agm).
3. Step 1 (Minutes): Review and approve draft minutes within the recommended 2-week window, which automatically notifies verified owners with the PDF attached.
4. Step 2 (Fee Propagation): Review the detected budget motion, enter approved annual Operating and CRF totals, preview proportional unit fees calculated via the Hamilton-Hare algorithm ($0.00 remainder drift), and propagate into active building records.
5. Step 3 (Form I, British Columbia buildings only): For approved bylaw amendments, assign the verified council member(s) who sign Form I (two, unless council has only one member; if too few council members are verified, you are told a verified member is needed), dispatch digital signature requests, and download the complete LTSA filing package. Form I is the Amendment to Bylaws; the amendment has no effect until it is filed in the land title office.
6. For an amendment that didn't pass unanimously, confirm the vote the Act requires before generating Form I. In a plan with both residential and nonresidential lots, an amendment needs separate 3/4 votes of the residential and of the nonresidential lots. Before the second annual general meeting, an amendment in a residential, bare land or mixed plan needs a unanimous vote, so where Pastrata has no record that the second annual general meeting has been held, you also confirm it has been held or that every lot is nonresidential. Once the council members who sign it have signed electronically, Form I is the signed record: downloads give the signed copy, and it can't be generated again unless someone who manages the building's meetings voids it first.
7. Buildings outside BC see only the first two steps, with no BC section numbers; check your own bylaws and statute for any filing a bylaw amendment needs.

How to Configure Canadian Strict Data Residency & Media Sovereignty (Strata Council & Managers)

Keep all virtual council meeting and AGM audio/video streams, participant metadata, and session recordings processed and stored within Canadian borders, for buildings that want or need Canadian data residency.

1. Canadian strict data residency is available on request. Contact Pastrata support to have it enabled for your building; until then the option does not appear.
2. Navigate to Building Settings (/[building]/management/settings) and locate Meetings or open dedicated meeting settings (/[building]/management/settings/meetings).
3. Under Data Residency & Media Sovereignty, select Canadian Sovereign (cloud ca-west-1 Isolated) (CANADIAN_STRICT).
4. When enabled, meeting facilitation dynamically provisions LiveKit Selective Forwarding Units (SFUs) isolated in cloud ca-west-1 (Calgary).
5. All real-time WebRTC media streams, signaling connections, and at-rest session recordings remain within Canadian sovereign boundaries.
6. This keeps meeting media in Canada, which can help where your province’s privacy law limits sending personal information outside the country (for example, BC’s PIPA or Quebec’s Law 25). Whether it is required for your building is a question for your own counsel.
7. Participants join these meetings the same way as any other meeting, from a browser or from the mobile app. In the mobile app, Canadian Sovereign meetings run inside the app with your camera and microphone (the app asks for access when you join). Voting, the waiting room, breakout rooms and host controls work as usual, and any participant can present their screen from a browser.
8. Voice intent detection works in Canadian Sovereign meetings too. Speech is transcribed inside cloud ca-west-1, only for participants who consented in the lobby, and never during in-camera sessions. Each transcript is used only to detect that speaker's own motions and seconds.

How to Enforce Bylaws Fairly: Work a Violation Case Step by Step (Strata Council & Managers)

Take a bylaw complaint from intake to a decision by following the case screen's "what happens next" guidance. Each step follows the procedure in British Columbia's Strata Property Act (SPA) s. 135, so a decision is more likely to hold up if the owner challenges it at the Civil Resolution Tribunal (CRT). Pastrata gives procedural guidance, not legal advice.

1. Navigate to Violations (/[building]/management/violations) and open the case (/[building]/management/violations/[id]).
2. Start from the Next steps card: When a resident's complaint arrives as an inbox request (/[building]/inbox/[requestId]), the Next steps card (VIOLATION_MANAGE, BC buildings) reads it first. It quotes the registered bylaw it engages, or says no bylaw covers it, or that it belongs with the police, the city's bylaw office, the Residential Tenancy Branch or the unit's landlord. It lists four options (Friendly reminder, Formal complaint process, Not a strata matter, Dismiss) with what each means, marks the one the unit's history points to, and shows what the law requires before a fine, each step with a Why? quoting the provision. A strip shows the dates the formal process would set if you sent the notice today. The primary button acts on the option you choose, with a draft ready to review: Review and send the reminder (INBOX_OUTBOUND) sends a friendly reminder as a message from management without opening a case, and it counts towards the unit's history. Review and send the reply or Review and dismiss (INBOX_MANAGE) replies to the complainant, keeps council's reasons internal and closes the request. Drafts are written by AI: they never name the complainant or cite legislation, and you can change anything before sending.
3. From the inbox: To go formal, choose Open the case and send the notice on the card (or Handle as a bylaw complaint on a request without a card). The bylaw pre-flight verdict shows first, then the case filled in from the request. Open enforcement case attaches the case to that request, records the resident as reporter and keeps their attachments as SHA-256 fingerprinted evidence. The resident sees progress updates on their request, never the other party's response, hearing details or penalty.
4. Read the top of the case: it names who the complaint is about, says in one sentence where the case stands (for example, "Waiting for Unit 407 to answer: 9 days left."), and shows the one button that moves it forward. Other actions you're allowed to take (record a hearing, impose a fine, escalate, resolve, dismiss) sit beside it as smaller buttons.
5. Recusal & conflicts of interest: If the complaint is about a council member or property manager, they are recused (SPA s. 136(1)): the case leaves their case list and inbox, and they see it only as the respondent. If you made the complaint yourself, the case asks you to acknowledge your conflict of interest (SPA s. 32: disclose it, don't vote, and leave the meeting during discussion and the vote) before you can act on it, and you can't record the hearing or the decision, or close the case. Neither can vote on the council motion that decides it. Other council members see who has stepped aside and why. When every owner is on council, the respondent doesn't have to step aside (SPA s. 136(2)). If nobody is left to decide, the case suggests next steps. The acknowledgement is printed in the case binder.
6. Follow the timeline: complaint received, written notice, their answer, hearing, council decision. Finished steps show their date, the current step shows its deadline, and later steps say what unlocks them. Click Why? on any step for a plain-language reason followed by the exact wording of the law and a link to the official text. Ontario buildings see the Condominium Act, 1998. Buildings in a jurisdiction Pastrata has no guide for see the plain-language reason and a note to check their own legislation. No building outside BC sees BC's caps, letters or tribunal. A fine is refused while a required step is unmet, and those steps can't be overridden with a reason.
7. Check the bylaw (optional): on the notice step, click Check the bylaw first (VIOLATION_MANAGE, BC buildings). Pastrata's AI compares the complaint with your registered bylaws and reports a risk level in plain words (No problems found, Low risk, Some risk, High risk, Serious problem), the best-matching bylaw section, and the fine limit ($200 per bylaw contravention, $50 per rule, or $1,000 for a short-term rental bylaw under Strata Property Regulation 7.1, or your bylaw's own lower limit). Treat it as a second opinion, not legal advice.
8. Send the notice: click Send the notice (VIOLATION_MANAGE). Set the days to answer (at least 14, Pastrata's default, since SPA s. 135(1)(e) requires a reasonable opportunity to answer but sets no number of days). Pastrata emails it only to an email address a person gave for receiving notices, never their sign-in email; you serve everyone else and record it under Record service, and no fine is possible until everyone is served. Click Preview letter to see the letter and the date it counts as delivered (4 days after sending, SPA s. 61(3), moved off a holiday). Check Who will be served: when the respondent is a tenant, the owner and landlord are added as SPA s. 135(1)(f) requires, and if neither is on Pastrata you record how you served them before you can send.
9. Set the unit first if the case asks: a case with no unit, against someone who holds more than one unit, can't get a notice or a fine until you choose which unit it is about, so the right owners and landlord are served and the right account is charged. The case lists that person's units to choose from, on the web and in the mobile app. Sending the notice fixes the unit and the respondent: to pursue another unit or person, open a new case. A case whose notice went out without recording a unit (an older case, or one whose respondent held no unit then) can't take a unit afterwards, and can't be fined against one; open a new case for the unit instead. The proof of service names the unit each person was served for, as it was when the notice went out.
10. Wait for their answer: while the answer period runs, the case says how many days are left and nothing is due. Fines stay unavailable until the period ends, the hearing is held, or the respondent waives a hearing. Their written answer appears on the Messages tab (INBOX_MANAGE).
11. Hold a hearing if they ask: when the respondent asks for a hearing, the case shows the date it must be held by (BC: within 4 weeks of the request, SPA s. 34.1(2); the written decision is due within a week after it) and asks you to Record the hearing after it's held at a council meeting. Record the date, who was there, what they said, and council's private discussion. The private discussion is council-only and is never shown to the respondent or in public minutes; it appears on the Hearing tab.
12. Record the decision: once the case says council can decide, click Record the decision and choose Fine (VIOLATION_FINE), Resolve without a fine, or Dismiss. If fining isn't available for your building's jurisdiction, the case says so up front and the fine choice is not shown. The fine form enforces the fine limit, records the council motion, and sets a due date. Imposing a fine sends the written decision to everyone who got the notice (SPA s. 135(2)) and adds the charge to the unit's account. Then Close the case once it's settled.
13. Case binder: on the Binder tab, click Download the case binder for one PDF with the complaint, the notice, proof it was delivered, the answer, the hearing record and the decision, each page Bates-numbered and the bundle SHA-256 tamper-verified. View proof of service shows who got the notice, how, and when.
14. Ask eConcierge: Ask "can we fine unit 407 yet?" or "what do we do with this complaint?" to get the case's next step, deadlines and the verbatim SPA sections they come from. eConcierge can also send the notice of complaint, schedule a requested hearing, record the outcome or dismiss the complaint, each after you confirm. Click Ask eConcierge about this case on a case to ask about "this complaint" without naming it.
15. Similar CRT decisions: on a Prime building in British Columbia, the case shows a short list of Civil Resolution Tribunal decisions on similar disputes, each a link that opens the decision on the CRT site. They are examples only, not binding and not legal advice, and they do not replace your bylaws. The list is hidden if your building has turned off Include CRT decisions in answers.

How to Track and Resolve Statutory Obligations (Council Worklist & Compliance Calendar) (Strata Council & Managers)

Monitor forward-looking statutory deadlines, overdue obligations, and required governance milestones from a unified compliance calendar.

1. Navigate to Compliance (/[building]/management/compliance) from the management navigation menu.
2. Review the priority worklist grouped by urgency: Overdue (urgent statutory lapses), Action Needed (approaching deadlines with active countdown timers), and Upcoming (scheduled statutory requirements).
3. Toggle between Worklist View and Timeline View to visualize obligations chronologically across upcoming months.
4. If the calendar says Compliance tracking isn't set up, Pastrata isn't tracking any statutory obligations for your building yet — no compliance checklist is running and compliance evaluation is off. An empty calendar then doesn't mean nothing is due. A manager who can edit building settings can turn on Compliance evaluation under Building Settings (/[building]/management/settings); the council binder and orientation show the same message.
5. Steps of a running compliance checklist (the AGM, the budget, council meetings, the depreciation report, insurance renewal) appear here marked Tracked automatically, with the checklist's own status. Pastrata marks them done when it sees the work happen — for example, sending the AGM notice completes the notice step — so they have no Mark Done or Snooze. A step with no date yet shows No deadline yet. An overdue step counts days from its last day in your building's time zone, so a step due by June 30 is one day overdue on July 1. Click Open to go to the meeting or page where the step is done.
6. Filter obligations by category (Meetings, Finances, Insurance, Reports, Safety) or select a timeframe window (Overdue, Next 30 Days, Next 60 Days, This Year).
7. Click the primary action button (e.g. Draft AGM Notice, Prepare Annual Budget, Record Minutes) on any obligation card to navigate directly to the guided execution workflow in Pastrata.
8. To defer a non-overdue obligation, click the action menu and select Snooze Obligation (REGULATORY_GUIDANCE_MANAGE) to choose a reminder date prior to the statutory deadline.
9. When an obligation is completed outside the platform, select Mark Done, choose the completion date, and record supporting reference notes. This is only offered for work Pastrata can't see, never for a tracked checklist step.
10. Or ask eConcierge, for example "What compliance deadlines are overdue?", "Stop reminding me about the appraisal until November 15" or "Mark the appraisal obligation done, we received it on the 10th". It names the obligation and its due date before you confirm, and a snooze never moves the deadline. An acknowledged bypass is only recorded here, in the bypass dialog.

How to Manage Statutory Life-Safety & Recurring Maintenance Compliance (Strata Council & Managers)

Maintain compliance with mandatory provincial and municipal life-safety regulations (fire alarms CAN/ULC-S536, elevator operating permits, backflow prevention, and boiler inspections).

1. Navigate to Compliance (/[building]/management/compliance) and click the Life-Safety & Inspections tab.
2. If statutory schedules have not yet been activated and your building's jurisdiction has preset schedules (BC today), click Activate Statutory Inspection Schedules (REGULATORY_GUIDANCE_MANAGE) to provision its inspection templates matched to your building equipment. Elsewhere the tab says there are no preset schedules for the jurisdiction.
3. Review the Life-Safety Dashboard metric summary cards: Statutory Tasks, Compliant, Due Soon (≤60d), and Overdue.
4. Automated 60-day reminders generate upcoming inspection work orders, while 30-day escalations elevate priority to urgent.
5. Click Dispatch RFQ on any statutory inspection card to select a contractor from your verified Vendor Directory and dispatch a tracked work order in 1 click.
6. When the licensed contractor completes the inspection, click Record Certificate to input the inspection outcome, certificate number, inspector credentials, and notes.
7. Submitting the certificate satisfies the active compliance obligation, advances the cycle anchor (due date) by 1 year, and files the certificate in the Certificate Vault.

How to Understand Legal Requirements with "Explain Like I'm a Volunteer" (ELI-V) (Strata Council & Managers)

Access plain-language statutory summaries, risk consequences, and verified legislative provenance links directly from any obligation card.

1. On any obligation card in the Compliance Worklist, click Explain (ELI-V) to open the slide-over drawer.
2. Read Card 1 (What Does the Law Require?) for a clear, plain-language translation of the statutory requirement without complex legal jargon.
3. Read Card 2 (Why Does It Matter?) to understand the real-world operational, financial, and legal liabilities of non-compliance (such as invalidation of resolutions or Civil Resolution Tribunal disputes).
4. Read Card 3 (Statutory Provenance) for verbatim statutory quotes, section citations (e.g., BC Strata Property Act s. 45), and direct links to official provincial statute repositories.
5. If you have further questions or need customized guidance, click Ask eConcierge About This Obligation to launch the AI assistant with pre-loaded statutory context.

How to Run a Compliant Council Meeting (Strata Council & Managers)

Follow your jurisdiction’s council-meeting checklist from scheduling to minutes, and close the meeting once its record is complete.

1. Click Create Meeting under Management › Meetings and choose Council Meeting. The checklist for your jurisdiction appears beside the form; enter the date and the Reason for the meeting to tick off the first step. You can save at any time.
2. Open the meeting. The Council meeting checklist (REGULATORY_WORKFLOW_VIEW) shows each step with its status, deadline and the legislation it comes from; banners at the top of the page call out what needs attention now.
3. In Council meeting record, record when notice went to council (or mark it waived, if every member agreed to less notice or there is an emergency) and when owners were told about the meeting. Sending the meeting notice or publishing the agenda to all members records the second one for you.
4. Set and publish the agenda, marking any items owners cannot observe, such as bylaw-contravention hearings. Until the agenda is published the meeting is a draft: owners don't see it in their meetings list, the calendar or eConcierge, and its page tells you so. Management › Meetings marks drafts Hidden from members. For an AGM, sending the AGM notice publishes the agenda.
5. On the day, the checklist shows whether a quorum of council is present. It never blocks the meeting.
6. After the meeting, record the minutes, including the result of every vote. Managers and council are reminded until minutes exist, and the building dashboard shows the same banner.
7. Inform owners of the minutes within the jurisdiction’s window (two weeks in BC). Approving the minutes with a notice to owners records this for you.
8. Click Close meeting. If the minutes are missing, Pastrata stops you and links to Record minutes now. Members holding REGULATORY_GUIDANCE_BYPASS can choose Proceed anyway and record a reason of at least 10 characters, which is kept in the building’s audit trail.
9. A closed meeting’s minutes are retained and cannot be deleted. If your bylaws set a different council notice period, enter it under Settings › Meetings.

How to Track Council Action Items (Strata Council & Managers)

Give each follow-up one owner and an optional due date, and keep its status and history in one place instead of in the minutes. Viewing needs View council action items (ACTION_ITEM_VIEW); adding, editing and closing them needs Create, assign and close action items (ACTION_ITEM_MANAGE). Both are on by default for council and property managers.

1. Go to Management › Meetings and click Action items. Assigned to me shows your own items; All shows every item you can see. Filter by status, assignee, overdue or confidential.
2. Click Add action item to record something council agreed between meetings. Describe the work, choose one person with management access or Council as a whole, and optionally set a due date. By the next council meeting fills in that meeting’s date.
3. During a meeting, open the Action items tab in the meeting room to see this meeting’s items and add one. When a motion passes, open it and click Create action item: the motion’s wording is filled in, and one motion can have several items. Failed, withdrawn and tabled motions don’t offer it. Owners attending as observers never see the tab.
4. An item you add while in camera or in a manager breakout is always confidential, whatever you choose, so it never reaches owners.
5. When a written resolution passes, open it under Meetings › Written resolutions to add its action items. Whoever proposed it is prompted to.
6. A passed written resolution also lists Projects started from this resolution, if you can view vendor projects. Click Start project to open one for the work it authorized, with its title and wording filled in; one resolution can start several projects. Starting one also needs Manage motions and votes (MEETING_MOTIONS). See the Maintenance guide’s Run a Vendor Project.
7. While reviewing draft minutes, add or change the meeting’s items in the Action items card. Pastrata adds an Action items section to the minutes when you save, listing each item’s description, assignee (property managers as "Name, Property manager"; collective items as "Council") and due date. Edit the items, not that text. If items change after you save, publishing saves the minutes again first so the privacy review covers the new text.
8. Approved minutes list the meeting’s items for owners. Confidential and in-camera items appear only in the council’s master copy. Items can’t be added to a meeting once its minutes are approved; add them between meetings instead.
9. If the meeting has a transcript, the minutes review page also shows Suggested action items to people who review minutes and manage action items. Each suggestion quotes the transcript lines it came from, word for word, and who said them. Click Accept, Edit and accept to change the wording, assignee or date first, or Discard. Nothing becomes an action item until you accept it, and nothing said in camera, in a hearing or in a manager breakout is ever read, for suggestions or for the draft minutes.
10. Click Suggest again at any time before approval: discarded suggestions never come back, and accepted ones aren’t repeated. Approving the minutes doesn’t wait for suggestions; any still unreviewed expire, and you’re told how many. Suggestions are deleted 90 days after the minutes are approved.
11. New to action items, with minutes from the last year already in your document library? The empty Action items page offers Bring over open items from past minutes once. Pastrata reads up to six recent sets of minutes you can open and suggests the items still open, for the same review; accepted items are added between meetings.
12. For the minutes of a meeting held outside Pastrata, open the minutes document in the document library and click Suggest action items. The suggestions open on the Action items page for review. Only final minutes are read, not drafts or minutes still in privacy review, and if the document is replaced its suggestions are removed.
13. Assignees are notified (in the app, by push and by email) when an item is assigned to them by someone else, three days before it is due (at 9:00 a.m. building time), once the morning after it becomes overdue, and when a council meeting’s agenda is published if they have open items. Items assigned to Council and items without a due date get no reminders. Turn these off under Settings › Notifications › Action items.
14. Items assigned to Council have no individual owner and get no reminders, so assign a person when you can. An item whose person has since lost access keeps their name and shows No longer has access until you reassign it.
15. Mark an item Confidential to keep it from owners: it stays out of the owners’ minutes and the printed council binder. Council members and property managers can open it, except anyone left out of the manager breakout it was recorded in. To discuss something without the property manager (for example their contract), start a manager breakout and leave them out by name; they never see the items recorded there unless one is assigned to them.
16. Open an item to update it. The assignee can Start it, Mark done (with an optional note) or add a progress note. Only people who manage action items can edit, reassign, Drop an item (a reason is required) or Reopen a closed one. Every change is kept in the item’s history.
17. Delete is for mistakes only: once an item is in approved minutes or has been on a published agenda, drop it instead so the record stays truthful.
18. When an item turns into vendor work, open it and click Convert to project (title and scope are filled in from the item), or Link to project to add it to a project already under way. Both need Create and manage vendor projects (PROJECT_MANAGE) as well as Create, assign and close action items (ACTION_ITEM_MANAGE), and appear only on an open item with no project. A confidential or in-camera item makes a confidential project, kept from anyone left out of the breakout the item came from, and can only be linked to a confidential project from the same breakout. See the Maintenance guide’s Run a Vendor Project.
19. Once linked, the item shows its project and follows it: in progress while the project runs, back to open (with the reason) if the project is cancelled, done when it closes. Nobody can change its status by hand, from the item, old business or eConcierge, and it can’t be deleted until it is unlinked or the project is cancelled. People who can’t view projects see no project on the item.
20. The next council meeting’s agenda fills in Old Business for you: every open item, tabled motions not yet dealt with, and items completed or dropped since the last council meeting, each with its assignee, due date and how many meetings it has been carried. While the agenda is a draft, reorder lines or hide one from this agenda (it stays open), and add your own lines below. Generated lines can’t be deleted. The sidebar lists open items and tabled motions, with Show on agenda for a hidden one.
21. Publishing the agenda freezes old business as it stood; later edits show in the item, not the published agenda. Owners and tenants see the tabled motions and “Review of N open action items”, never an item’s text or assignee. Old business is generated for council meetings only.
22. In the meeting, the Action items tab shows old business above the meeting’s own items. Click Mark done or Drop there and the change is listed in this meeting’s minutes under “Old business”. Items added after the agenda went out appear under Added since the agenda was sent.
23. A tabled motion leaves old business when you Take from the table (in the meeting room; the new motion is linked to it) or Mark dealt with and say why, for example because it lapsed.
24. Open action items also appear on Management › Council › Continuity and in the printed council binder (without confidential items) for people who can view action items.
25. Pastrata no longer drafts an agenda from past minutes with AI. Reset to default template restores the standard sections; old business always comes from the items and motions council actually recorded.
26. You can also ask eConcierge "What are my action items?" or tell it you finished one; it asks you to confirm before marking it done.
27. In the mobile app, open Meetings and tap Action items. You can see Assigned to me and All, open an item with its history, update its status and add progress notes from one note field (tap a status to record the note with it, or Add note to post it alone), and tap where it came from to open that meeting or resolution. If you manage action items, you can also add one between meetings, or from a passed written resolution, and drop or reopen items. The Council binder lists the open items, a council meeting’s agenda shows its old business, and tapping an action-item notification opens the item. An item linked to a project shows the project’s name and status. If you can manage projects too, Convert to project on an open item starts a project from it and opens it. Editing, deleting, reviewing suggestions, arranging old business and linking items to existing projects are done on the web.

How to Remediate or Bypass Pre-Flight Compliance Soft-Gates (Strata Council & Managers)

Resolve procedural defects intercepted by inline statutory pre-flight checks, or record an audit-logged acknowledged bypass when legally defensible variances exist.

1. When preparing high-stakes actions (such as scheduling an AGM notice or issuing a bylaw fine), Pastrata runs an inline pre-flight verification against provincial strata statutes.
2. If a statutory defect is detected (e.g. insufficient notice days under BC SPA s. 45 or fine amounts exceeding statutory caps under BC SPA s. 132), the Pre-Flight Soft-Gate Dialog interposes and blocks submission.
3. Review the statutory warning, legislative citation, and recommended remediation (e.g. rescheduling to allow the required notice buffer).
4. Click the recommended remediation button to automatically correct the defect and proceed.
5. If legally valid grounds to deviate exist (such as unanimous owner waivers or formal legal counsel advice), authorized members holding REGULATORY_GUIDANCE_BYPASS can select Proceed Anyway (Acknowledged Bypass).
6. Check the mandatory attestation acknowledgement and enter a detailed justification of at least 10 characters.
7. Confirm the bypass. The attestation and reason are permanently recorded in the immutable building audit trail.

How to Audit Owner Deductible Insurance & Broadcast Master Policy Updates (Strata Council & Managers)

Manage building-wide owner insurance compliance, detect coverage shortfalls against the strata master deductible, and notify owners when deductibles increase.

1. Navigate to Insurance Audit (/[building]/management/insurance) from the management navigation menu.
2. Review building compliance summary metrics: total verified units, coverage deficits, expiring policies, and compliance rate percentage.
3. When the strata corporation renews or amends its master property policy, click Record Deductible Increase.
4. Enter the new water damage deductible amount and effective date, then broadcast the statutory change notice to all unit owners.
5. Owners receive automated broker instruction sheets detailing their lot-specific coverage shortfall and insurance broker guidance.
6. Filter the lot register by status (Deficit, Expiring, Expired, Verified) or search by unit number or owner name.
7. Click Send Batch Reminder to dispatch compliance reminders to all lots with unverified policies or coverage shortfalls.
8. Click Review Policy on any unit row to review uploaded insurance documents, verify extracted coverage, or record manual status overrides.
9. You can ask eConcierge "Who hasn't sent proof of insurance?", to update the master policy's insurer, broker or deductibles, or to remind owners whose policies have expired. The confirmation lists the units whose owners will be reminded, shows each changed amount next to its current value, and says when a higher water deductible will also send every owner a notice. Verifying or overriding a policy stays on this screen.

How to Require a Second Manager to Approve Sensitive Actions (Strata Council & Managers)

Have another manager sign off before sensitive actions take effect — inviting or removing members, changing a member's unit or email, financial runs, and messages to residents.

1. Go to Settings → Manager Approvals (/[building]/management/settings) and turn on Require approvals for manager actions. Your building needs at least two managers.
2. Under Who can approve, choose which manager roles may approve. Every approval takes two managers: the one who proposes and a different one who approves.
3. Open Advanced: per-category overrides to turn approval on or off for a whole category (membership, financial, documents, inbox), or tick individual actions under Require approval for. An individual action's setting wins over its category.
4. In each category, Notify approvers when an action is proposed is on by default — if you turn it off, pending actions only show up in the approvals list and may expire unnoticed. Notify the proposer when their action is approved or rejected is off by default.
5. When approval is required for inviting members, every invitation a manager sends is held for approval instead of emailed: from the member directory (/[building]/management/directory), the invite-neighbours prompt on the feed, or the mobile invitations screen. Once another manager approves, the invitation is emailed and the person still has to accept it to join. An owner inviting a co-owner or occupant into their own unit is never held for approval.
6. Review pending actions from the notification, the management dashboard, or on mobile under More → Approvals (Pending and History tabs). Open an action (/[building]/management/actions/[actionId]) to approve or reject it — you can't approve your own proposal.

How to Approve or Reject Management Actions by Email Reply (Strata Council & Managers)

Managers who receive approval request notification emails can approve or reject the proposal without logging into the web or mobile app.

1. When another manager proposes an action requiring approval, you receive an Approval Request notification email detailing the proposal (e.g. resident verification, settings change, vendor invoice).
2. Reply directly to the notification email from your verified account email address.
3. To approve, reply with just approve or yes. If your reply says more than that (for example "sounds good, go ahead"), nothing is done yet: Pastrata emails you back asking you to reply yes to confirm, or to approve in the app.
4. To reject, reply with reject or no, along with an optional reason for the proposer.
5. Pastrata cryptographically verifies the sender's identity and checks email authentication (DMARC pass). Once verified, the action is decided and the audit trail records the decision channel as via email reply.
6. If the email is ambiguous or cannot be understood, Pastrata will send a clarification acknowledgement email asking you to clarify or decide in the app.

How to Approve or Reject Management Actions by Text Message (Strata Council & Managers)

On paid plans, once Pastrata has turned text messages on for your building, approvers can get approval requests by text and answer YES or NO. Approval settings tell you when it is available.

1. Add your mobile number: on the web open your account and choose Mobile number (/settings/phone), or on mobile open Profile → Mobile number. Only Canadian and US mobile numbers can be used.
2. Enter the 6-digit code we text you. Confirming your number turns approval texts on; you can turn them off under Notifications → Approvals → Text.
3. When another manager proposes an action that needs your approval, you get a text naming the building, who proposed it, what it is, a short reference code (for example ref 4K7Q) and a link to the details.
4. Reply YES to approve or NO to reject. If you have more than one approval waiting, include the code, for example YES 4K7Q. Without a code we text you the list of your waiting codes and nothing is decided.
5. You get a confirmation text. If your reply isn't a clear yes or no, nothing is decided and the text links to the approval's discussion chat.
6. Reply STOP to stop approval texts, START to turn them back on, or HELP for instructions.

Key Concepts & Building Policies

Statutory Notice Periods & Delivery Requirements

Under strata legislation (such as BC Strata Property Act s. 45 and s. 61), owners must get at least 2 clear weeks' notice of an AGM or SGM. In British Columbia that means notice handed to an owner by 15 days before the meeting, or sent by mail or email by 19 days before it, because mailed and emailed notices count as delivered 4 days after sending. For an AGM, the AGM Readiness tab on the meeting shows both dates and a checklist of what the AGM needs, as procedural guidance rather than legal advice. Pastrata automatically tracks electronic consent per owner, identifies off-site landlord addresses, and generates complete service manifests with statutory proof-of-service documentation.

Quorum Pre-Flight Tracker & Statutory Half-Hour Rule

Under provincial strata legislation (e.g. BC Strata Property Act s. 48), an AGM cannot proceed to official business unless a quorum of eligible voters is present in person or by proxy. Pastrata automatically calculates legal quorum in real time, deduplicating multi-owner units and revoking proxy counting upon personal attendance. Until the meeting opens, an hour before its scheduled start, nobody is present yet, so the tracker shows expected attendance (registrations and lodged proxies) and whether quorum is on track, never that quorum is met; in a building with no strata lots on record it asks you to add units to calculate quorum. If quorum is not present within 30 minutes of the appointed start time (or the time your bylaws set), the Statutory Half-Hour Rule allows managers to execute either a 7-day statutory adjournment (with automatic motion/proxy cloning) or certified bylaw fallback. Neither is offered before the wait has passed, or while a quorum is present. At the reconvened meeting the regular quorum applies for the first half hour (unless your bylaws provide otherwise); after that, the eligible voters present in person or by proxy are the quorum (BC SPA s. 48(3)), and the link in the original notice leads to it.

• Where your jurisdiction sets no half-hour rule: the half-hour wait, the adjournment to the same day next week and the voters present becoming the quorum are British Columbia's rule. In Ontario (until Ontario counsel confirms how its rules apply), in a building with no jurisdiction set, and at committee or other meetings, the tracker shows no countdown. Once the meeting has started without a quorum, it says your bylaws and the law that applies to your building set how long to wait and what happens next, and managers can Adjourn for want of quorum to a date and time they choose. Motions and registered proxies carry over and owners are told the new date; check the notice and quorum the adjourned meeting needs. Nobody present becomes the quorum by default at the adjourned meeting.
• Online presence: someone attending online counts while they are in the video session; once they leave they no longer count, until they rejoin.
• Quorum labels: the threshold is labelled statutory only when the law's quorum applies. A quorum set on the meeting shows as "Quorum set for this meeting", and one from your bylaws as the bylaw quorum.
• Small plans: a plan with fewer than 4 lots, or with fewer than 4 owners, needs eligible voters holding 2/3 of the votes (BC SPA s. 48(2)(b)). Pastrata counts owners from the owner records: a person or company that owns several lots is one owner. Count people who own a lot together as one owner. Where joint owners make the count differ, the smaller count decides. While a lot has no owner on record and fewer than 4 owners are known, the 2/3 quorum applies until a manager confirms the number of owners on title. The quorum tracker and AGM Studio ask for it, and sending the AGM notice, which states the quorum, waits on it. If you can't confirm it in time, a manager who can override regulatory guidance can send the notice anyway with a reason, so it still goes out at least 2 weeks before the meeting (BC SPA s. 45(1)); it then states the 2/3 quorum.
• Online attendance: someone attending online counts as present only where the meeting's notice said how to attend electronically and reached everyone in time, and the electronic means let everyone communicate and the chair identify eligible voters (BC SPA s. 49). Otherwise the tracker shows how many are online but doesn't count them, and only people checked in at the meeting in person can vote. Where Pastrata has no record of the notice (it was given outside Pastrata), online attendees show as not yet counted until a manager records that the notice included the instructions, with a copy of it attached. If that record turns out to be wrong, a manager can withdraw it.
• Checking in: the host checks in someone in the room who joined on their device with one tap in the roll call. While an owner checked in is at the meeting, their proxy holder doesn't vote for them and they vote themselves; their proxy isn't cancelled, and applies again if they're checked out. The chair can also certify that a quorum is present, for a meeting run on a paper roll call; who certified it and when is kept. The chair can withdraw the certification if a quorum is no longer present. The chair checks out anyone who leaves, since a quorum must be present while business is conducted.
• No vote without quorum: a vote can't be opened at an AGM or SGM until a quorum is present, counted in the app or certified by the chair. A vote opened with a quorum present stands when it closes. Pastrata flags it if the count shows the quorum was lost, and a vote opened without that check and closed without a quorum is recorded as having no quorum.
• Schedule of Voting Rights: each lot has one vote unless your strata plan's Schedule of Voting Rights sets others (BC SPA s. 53(1)). If it does, record the Schedule in building settings from the filed Form W, which you attach. The quorum, every vote and the 80% and unanimous thresholds are then counted in votes, so a lot with several votes can make up a quorum on its own. It can't be recorded while a vote is open.
• Three-quarters resolutions passed by a few: a 3/4 resolution passed by persons holding less than half of the strata corporation's votes is flagged on the result and in the minutes. The strata corporation must not act on it for one week, unless immediate action is needed for safety or to prevent significant loss or damage, and persons holding at least 25% of the votes may demand, in writing signed by each of them, a special general meeting to reconsider it (BC SPA s. 51). Pastrata flags it; it doesn't hold the resolution for you. Once the demand is in, call the SGM from the result: record when the demand was given (within a week of the vote), who signed it, attach it, and confirm the signers hold at least 25% of the votes, not counting lots whose vote is suspended. Hold the meeting within 4 weeks of the demand; the resolution, as it was passed, is the first item on its agenda. Pastrata shows the wording kept when the vote closed: confirm it is the wording passed, and attach the minutes if you have them. If the resolution was amended at the meeting, enter the wording as passed and attach the minutes. A resolution can be reconsidered only once. At that SGM the quorum is waited for half an hour from its appointed start, whatever your bylaws say, so it can't be started early, or moved or cancelled once its start has come; start the meeting in Pastrata at its time so a quorum already in the room is noted then. If there's no quorum by then, the meeting doesn't proceed and the resolution stands, even if more owners arrive later. If the quorum was there within the half hour but taken on a paper roll call, the chair can certify afterwards the time it was present, within the half hour from the appointed start. If that certification was wrong, withdraw it before certifying again; both are kept.
• Mortgagees who vote: a mortgagee whose mortgage gives it the vote, and which gave written notice to the strata corporation, the owner and any tenant assigned the vote at least 3 days before the meeting, votes for that lot instead of the owner or tenant on insurance, maintenance, finance or other matters affecting its security (BC SPA s. 54(1)(c)), never on winding up. The notice must be given no later than 4 days before the meeting day: one left with a council member is given that day, and one mailed or emailed 4 days after it was sent (BC SPA s. 63), so an emailed notice must go out at least 8 days before. Any mortgagee of the lot may give notice, even without a Form C. Record the notice on the meeting's Motions tab, choosing the mortgagee or recording it from the notice, and attaching the notice. Then decide, for each motion before voting opens, whether it affects the security for a mortgage; Pastrata reminds you when a mortgagee has given notice. On those motions the owner can't vote that lot, and you record the vote cast for the mortgagee at the meeting, by its representative or proxy, with who cast it and their authority. Two mortgagees of one lot share its vote; if they disagree, the lot's vote isn't counted. The lot's vote stays suspended for arrears whoever casts it. A mortgagee's vote isn't anonymous on a secret ballot, and its presence doesn't count toward the quorum.
• Written proxies: a proxy given on paper or by email must be in writing and signed by the person appointing it (BC SPA s. 56(2)). Record it on the meeting's Motions tab from the signed document, which you attach: the lot, who signed it and in what capacity, the date, and whether it is general (for a period), for this meeting, or for one resolution. Someone signing for a voter (a parent or guardian of a voter under 16, someone legally authorized to act for a voter who can't decide for themselves, or someone signing for a corporation) says whose vote they exercise, and you attach and confirm their authority (BC SPA s. 55). Name the holder, a member or someone with no account, any instructions on how to vote on the meeting's resolutions and mark its council elections, and confirm the holder isn't an employee of the strata corporation and doesn't provide strata management services to it (BC SPA s. 56(3)). A lot can have more than one proxy, for example from different joint owners: Pastrata shows where they conflict, and the lot still has one vote. Where two proxies from the same person cover the same matter, the later one applies to it at the meeting, and the earlier one still holds for anything else it covers, unless the later one says it revokes it. Two from the same person signed the same day are shown as conflicting, for the chair to decide, and so is a later proxy from only some of those who signed an earlier one: it doesn't set aside the earlier proxy for the others, and the two share the lot's vote. Pastrata flags a proxy that doesn't hold on the meeting day or on a motion (outside its period, both ends included; signed for an owner when the lot's vote is assigned to a tenant, or the other way round; or signed by no one who votes the lot), and tells the chair when not every owner of the lot signed. You can record the chair's certification. Attending doesn't revoke a proxy: while the person who gave it is present, they vote for the lot and the holder doesn't, and the proxy applies again if they leave. A joint owner who didn't sign shares the lot's vote with the holder; if the chair is told they disagree, record it and the lot's vote isn't counted on that motion (BC SPA s. 57). A proxy can be revoked at any time: record the written revocation, or that the person who gave it told the chair at the meeting, which the minutes note. A member who holds a written proxy votes its lot on their ballot, as it instructs, on motions and in council elections. No proxy is recorded while a vote is open.
• People with no account: owners and tenants on the notice register who attend in person, and proxy holders with no account, are checked in at roll call, on the Motions tab or in the in-person roll call, and are listed as present in the minutes. Their lots count toward the quorum once they are checked in (a proxy for one resolution doesn't), and while a motion or a council ballot is open you record the vote or ballot each casts for their lot. A lot counts once and has one vote, whoever casts it.
• Registration counts: at an AGM or SGM, how many have registered is shown only to people who manage meetings, counted in lots. Before the meeting opens, owners' quorum tracker says the counts come once it opens.

Dual Voting Modes & Instructed Proxy Execution

In British Columbia, each strata lot has one vote unless the strata plan's Schedule of Voting Rights sets out other voting rights (Strata Property Act s. 53(1)). A lot's unit entitlement is its share of the common expenses, not a vote, so Pastrata counts every vote, budgets and special levies included, as one lot's vote. Pastrata doesn't yet count a Schedule of Voting Rights: if your strata plan has one, votes must be counted by it. Where a building's legislation lets votes be weighted, a motion can instead be weighted by unit entitlement.

• 1-Vote-Per-Strata-Lot: Every motion in British Columbia carries one vote per strata lot, unless the strata plan's Schedule of Voting Rights sets others (which Pastrata doesn't yet apply), and standard procedural decisions elsewhere do the same.
• Unit Entitlement Weighted: Outside British Columbia, where the legislation allows, financial and budget motions can use proportional fractional weighting calculated to 4-decimal precision.
• Demand a Poll: Outside British Columbia, before voting closes, an attendee can demand a poll on a standard motion, converting the tally to weighted unit entitlement.
• Who votes at an AGM or SGM: only the person who votes for each lot, in person or by proxy: its owner, or the tenant the vote is assigned to (or, where the Act provides, a mortgagee on matters affecting its security, or a parent, guardian or legal representative, which Pastrata doesn't yet record). Council membership gives no vote at a general meeting.
• Votes cast decide: once quorum is present, a majority or 3/4 motion is decided by the votes cast, however few lots vote.
• Instructed Proxy Binding: When voting on behalf of a grantor with an Instructed Proxy, directed choices are pre-filled and locked against alteration with an "Instructed by Owner" badge, on motions and on council election ballots alike. General proxies allow discretionary voting.
• Decision Thresholds: A 3/4 motion passes when at least three-quarters of the votes cast are in favour, so exactly 75% passes; abstentions aren't counted (SPA s. 1). An 80% or unanimous motion is measured against all eligible voters, not just those who voted: at an AGM or SGM that is every lot in the building (by the Schedule of Voting Rights, if the plan has one, which Pastrata doesn't yet apply), so an absent or abstaining lot counts against it.
• Atomic Batch Submission: Personal votes and all proxy allocations are submitted in a single atomic transaction to ensure zero vote loss.

In-Camera Sessions & Council Breakout Rooms

Council members can initiate an "In-Camera" session during meetings to discuss sensitive matters (such as legal advice, bylaw enforcement, or private contract negotiations) with non-council attendees temporarily excluded.

Annual Owner Deductible Insurance Audit

Strata corporations face rising master water damage deductibles (often $50,000 to $250,000+). Under strata property law, if water damage originates within a strata lot and causes damage to common property or neighboring lots, the strata corporation can charge back the master deductible to the owner of that lot under strict liability or negligence bylaws. An annual deductible insurance audit verifies that every owner carries sufficient deductible assessment coverage on their personal condominium homeowner policy, shielding both individual owners and the strata community from catastrophic unrecoverable insurance losses.

Action Items

An action item is a council follow-up with one accountable owner (a person with management access, or the council as a whole), an optional due date, and a status: open, in progress, done or dropped. It is not a council decision: spending authority still comes from a motion or a written resolution, and assigning an item to the property manager does not delegate council’s powers. Items are only visible to council and property managers; owners never see the list, and see only a count of open items on a published council agenda. Open items carry over to the next council agenda’s old business automatically. Pastrata can suggest action items from a meeting’s transcript or from past minutes, but a suggestion is never an action item until a person accepts it.

Council Meeting Compliance Checklist

Council meetings are the most frequent governance activity and the easiest place for compliance to slip. For buildings in a jurisdiction with published content (British Columbia today), every council meeting gets its own checklist: the date and reason, notice to council, telling owners, the agenda, quorum on the day, minutes with every vote result, and informing owners of the minutes. Only the minutes step can block anything, and only the act of closing the meeting; everything else is advice. The guidance is procedural, not legal advice, and your own bylaws may differ from the standard ones.

AGM Studio

AGM Studio is one place for the building’s annual general meeting, for council members and property managers in a jurisdiction with published AGM guidance (British Columbia today). Open it from Management > AGM Studio, from the AGM card on the dashboard, or from the AGM’s meeting page. The header shows the last day the AGM may be held, the meeting date, the date notice must go out with the days left, and the one next thing to do. Below it, Studio lists what stands between the AGM and its next statutory step, by name, and the journey from Prepare to Wrap-up, with the current phase open.

Every task shows its source and its due date. Studio plans backwards from the deadline: it suggests a meeting date that leaves time to give notice, avoids statutory holidays and copies the weekday and time of your last AGM. Until the AGM is scheduled, dates are provisional. Assign a task to anyone who can run the AGM. They get it on the calendar, a reminder as it comes due, and a weekly AGM email listing what’s due and who has it. To move the AGM, choose Change the meeting date. Studio shows every milestone that moves, and whether owners will need an amended notice, before you save, and tells each assignee once. A task done outside Pastrata, such as receiving the financial statements from the accountant, is recorded with the date it happened. Tasks Pastrata can see happen, such as the notice going out, complete themselves.

In the mobile app, council members and property managers find AGM Studio under More > Management, and on the AGM's meeting screen. It shows the header, what stands in the way, and the tasks assigned to you; a reminder about one of your tasks opens it there. Planning, assigning and recording work stay on the web. Ask eConcierge about the AGM and its answer links straight to Studio. The guidance is procedural, not legal advice.

The AGM Agenda: Order of Business

A new AGM’s agenda starts from your jurisdiction’s order of business (in British Columbia, Standard Bylaw 28; your registered bylaws may set a different order). Each item has a type, such as approval of the prior minutes, the budget or the council election, and the items that decide something can be tied to their record: the minutes, the budget, the election or a resolution. Open the agenda from the AGM’s meeting page or from the Agenda phase of AGM Studio. Required items show a lock and can’t be removed. Approval of the prior minutes can be marked not applicable, with a reason, only before the building has held an AGM. You can retitle any item, add resolutions, new business, reports or other items, and move items within the order: the call to order stays first and the end of the meeting last. Pastrata checks the agenda by each item’s type and record, never by the words in its title. An upcoming AGM created before typed agendas keeps its free-text agenda until you choose Start from the order of business: its sections are kept as items of their own. Members see the agenda once the notice has gone out. The notice package sets out the agenda as it stands, and drafted minutes follow it: each item heads its part of the record, with the motion or election it decided under it. The guidance is procedural, not legal advice.

Drafting AGM Resolutions

In AGM Studio’s Agenda phase, Resolutions lists the AGM’s resolutions. Choose New resolution and say what the council wants to do: a special levy (pick a levy proposal from Finances), spending from the contingency reserve fund, a bylaw amendment, ratifying a rule, or another resolution. Studio drafts the title, the wording and an explanatory note, and sets the vote from your jurisdiction’s rules, showing why and where the law says so (for example “¾ vote: a special levy shared by unit entitlement · SPA s.108(2)(a)”). You can rewrite the wording and the note, but not the vote: a reserve-fund expenditure takes a majority only if you say all of it is one of the listed purposes, and another resolution is decided by majority unless you name the provision that requires another vote. A special levy’s resolution sets out each unit’s share and the due date or instalment dates, exactly as approving the levy will issue them; if units or entitlements change, save the draft again before approving. A bylaw amendment shows its changes against the current bylaw. Every save runs checks: fix any that must be fixed, and accept or dismiss (with a reason) any you are asked to check. Approve for the notice asks what the approval rests on, such as the council meeting and motion that agreed it, and puts the resolution on the agenda. Owners see it once the notice goes out. Save any changes before approving. Editing an approved resolution saves a revision, which replaces it when approved. Once the meeting has opened, Studio shows the resolutions without changing them, and owner requests can be declined but no longer accepted. At the meeting, the host records who moves each resolution from the notice. In the mobile app, AGM Studio lists the resolutions and owner requests: open a resolution to read it as owners will, accept or dismiss a check, and approve it for the notice; accept or decline a request. Drafting and rewording stay on the web.

On a premium plan, two more options appear. Draft with AI: describe what the council wants in plain language, and Pastrata proposes the kind of resolution, a title and the details it can tell from your description. Nothing is saved until you review it, fill in anything missing and start the draft. It never chooses the vote for you, never decides whether reserve-fund spending is a majority purpose, and never proposes a special levy (pick that from Finances). Check against our bylaws: Pastrata reads your registered bylaws and lists anything in them the draft may conflict with or need to follow, each with the bylaw text it rests on, quoted word for word. Accept or dismiss each one (with a reason) before approving; changing the wording clears them until you check again. The guidance is procedural, not legal advice.

Checking the AGM Notice Package with AI

On a premium plan, the Package phase of AGM Studio offers two AI helpers to those who can manage meetings. For a document whose period isn’t recorded, Suggest with AI reads the document and proposes the period it covers, quoting the words it relied on; the period is used only once you confirm it. Extract totals from the statements (AI) reads the chosen financial statement for the operating fund’s expenses for the year (without any transfer to the contingency reserve fund) and the contingency reserve fund’s current balance with the date the statement gives it as of, each quoting the statement word for word. A figure whose words aren’t in the statement is never shown. Confirming a figure says it matches the statement, not that the statement is accurate; any manager can reject one. Reading the statement again never changes a figure already decided. Only confirmed figures, for the statement the package carries, are compared: the operating expenses with the budget’s prior-year operating figures (a variance, not necessarily an error) and the reserve fund balance with the balance on record. A difference is a warning that never stops the package, and none of it appears in anything owners receive. Without the premium feature, or for someone who can’t use it, neither option is offered. The guidance is procedural, not accounting or legal advice.

How You Receive Notices

The How you receive notices page shows the addresses the strata corporation uses to give you notices of meetings. Only owners, and tenants who hold a lot's vote, can give these details; anyone else sees a short explanation and nothing more. You can give an email address for notices by agreeing to the strata corporation’s statement, shown with your address filled in, and an address outside the strata plan the same way. What you agreed to is kept with the address. While an address outside the strata plan is on file, the page explains what that means for how notices reach you: you can still record an email address, but notices won’t be emailed to you while that address is on file. Without one, the page explains how notices reach your strata lot. An address carried over from older records shows as waiting for your strata to confirm. You can withdraw either address at any time; that never undoes a notice already given. The page also lists the notices of meetings given to you for meetings not yet held or held in the last 30 days, with how and when each was given and the day it counts as given. Only you see your page. The guidance is procedural, not legal advice.

Asking for a Resolution at the AGM

An owner, or a tenant the owner has assigned their vote to, can ask council to put a resolution to the AGM from the AGM’s meeting page, in the Ask for a resolution at the AGM card. Write the resolution as you would like it voted on, with a reason if you like. You can open it for signatures so other owners can see it and sign it; it then shows your name to them. Each signature is for the exact wording, so it counts for the lots whose vote the signer holds. Requests and signatures, and taking a signature back, end when the meeting opens; after that you can still withdraw an undecided request. Once a request is signed by owners holding the demand share it stands as their demand: taking signatures back afterwards doesn’t undo it, and it can’t be withdrawn. One sent after the date requests close (shown on the page) may not make it into this AGM’s notice, and one sent after the notice has gone out would be added after notice. Council reviews requests in AGM Studio, under Resolutions > Owner requests, with the share of the votes behind each. It accepts a request by starting a resolution from it, and still decides its final wording, or declines it with a reason you will see. In British Columbia, a request signed by owners holding at least 20% of the votes is a demand council must put on the agenda (Strata Property Act s.46), so it can’t be declined, and its wording stays the owners’. Only you, and council, see your request unless you open it for signatures. The card is on the AGM’s screen in the mobile app too. The guidance is procedural, not legal advice.

Asking Council a Question Before the AGM

Owners, and tenants who hold a lot's vote, can ask council a question about a general meeting from when notice goes out until the meeting starts, and an owner who assigned their vote can ask too. Council answers either to the owner only or for every owner to see without the asker's name (council writes the question everyone sees, leaving out personal details, and can carry a public answer into the minutes draft), or declines with a reason the owner sees. Questions and answers are the strata corporation's correspondence, which owners can ask to inspect, so an answer given to one owner isn't confidential. They are kept 2 years, or 6 years if carried into the minutes; the asker's name is replaced with "Name removed" after 2 years. A person always answers; the assistant doesn't answer for council. The guidance is procedural, not legal advice.

Building Governance Profile

Your registered bylaws can change parts of the AGM procedure: the quorum, the notice period, the size of council, the order of business. The governance profile records what your bylaws say about each of these, with the bylaw text it came from. Pastrata uses a fact only after someone with permission to edit building settings confirms it; until then the statutory default applies and is labelled as such. On a premium plan, Pastrata can propose the facts from the bylaws in your document library. It only proposes a fact whose quote it finds word for word in the bylaw document, and shows how sure the reading is. Without the premium feature, enter the facts yourself. Where a bylaw conflicts with the Act, the Act applies, and a value the Act doesn’t allow is never used. Confirmed facts are applied: the quorum tracked at the AGM, the notice deadline (a bylaw can only make it longer), the order of business a new AGM starts from, and the fiscal year-end and arrears settings. Once the notice goes out, that meeting keeps the profile it was noticed under. To review it, open Building Settings and choose Governance profile; each fact shows the value in use, where it came from, and any proposal waiting with its bylaw quote, to confirm, correct or reject. A fact your bylaws don’t address can be marked as having no provision, so the default stays. The AGM’s quorum card and the meeting settings show which source the quorum comes from. A bylaw’s quoted words are shown only to people who can open that bylaw document in the document library; others see the value and the section. The AGM notice package states the quorum the same way, and repeats your confirmed bylaw text on electronic attendance and proxies, word for word and for the record. In the mobile app, AGM Studio shows the profile read-only, with a link to review it on the web. In AGM Studio, reviewing the profile is a Prepare task that never blocks the notice. When new bylaws are uploaded, Pastrata asks you to review what you confirmed. The guidance is procedural, not legal advice.

Statutory Compliance Guardrails

Volunteer council members bear legal responsibility under dense provincial statutory frameworks. Pastrata’s compliance guardrails interpose real-time pre-flight checks on critical workflows—including AGM notice delivery windows, bylaw fine caps, and mandatory Contingency Reserve Fund (CRF) contributions—to prevent procedural defects before actions are executed.

Depreciation Report Cycle

A depreciation report forecasts the repair and replacement of common property and guides the contingency reserve fund. Where the jurisdiction requires one (in British Columbia, stratas with 5 or more lots), Pastrata tracks when the current report runs out and, for a strata that has none, the regional deadline for a first one. The only point where it blocks anything is the AGM notice, which needs a current report; a manager can proceed with a recorded reason. Any owner can ask eConcierge whether the strata has a current report and when the next one is due; the answer cites the legislation and is procedural guidance, not legal advice.

Statutory Compliance Guidance

The "Explain Like I'm a Volunteer" (ELI-V) system translates complex strata legislation into actionable, plain-language guidance. Each obligation explains the legal mandate, the operational risks of non-compliance, and verbatim citations linked directly to official government statute portals.

Jurisdiction Compliance Rules

Compliance obligations are dynamically derived based on the building’s governing jurisdiction (such as British Columbia’s Strata Property Act or Ontario’s Condominium Act). Authorized council members and property managers can snooze obligations within statutory boundaries, mark tasks satisfied with audit notes, or record an acknowledged bypass when legally defensible variances apply.

Canadian Strict Data Residency & Sovereign Media Routing

Some buildings want, or are advised, to keep meeting recordings and identifiable audio/video in Canada. Keeping meeting media in Canada can help where your province’s privacy law limits sending personal information outside the country (for example, BC’s Personal Information Protection Act or Quebec’s Law 25). Whether it is required for your building is a question for your own counsel.

When configured to Canadian Sovereign mode (CANADIAN_STRICT):

• Sovereign SFU Infrastructure: Virtual meeting audio and video streams route exclusively through dedicated LiveKit Selective Forwarding Units (SFUs) isolated in cloud ca-west-1 (Calgary).
• In-Boundary Recording & Storage: Recording files, room signaling logs, and processing pipelines remain strictly contained within Canadian sovereign boundaries.
• Fail-Safe Policy Enforcement: Any attempt to provision or join a meeting room verifies the building's residency policy at runtime, ensuring media sovereignty is never compromised.

Frequently Asked Questions & Troubleshooting

Are digital votes legally binding?

Yes. Pastrata’s meeting and voting modules comply with provincial electronic meeting legislation, ensuring voter verification, audit logging, and secret ballot protections.

Can renters or non-owner tenants vote at an AGM?

Only when the landlord has assigned them the lot's vote (BC Strata Property Act s. 147, or a lease of 3 years or more under s. 148) and the building has recorded it, or when the owner appoints them as proxy. A tenant with an assigned vote votes on motions and in council elections in place of the owner, and counts toward quorum. One exception: a tenant on a lease of 3 years or more can't vote a motion marked as affecting owners' property interests without the owner's consent (s. 148(6)). The owner votes it, or appoints the tenant as proxy.

Related Guides

• Strata Council & Board Hub
• Owners & Landlords Hub