Here is a comprehensive breakdown of what strata council and general meeting management would look like using Google Workspace, integrating both the physical and digital components.
The system should be centralized, secure, and accessible, using the following core Google Workspace applications:
Key Tools: Google Calendar & Google Drive
Function: Formal issuance of meeting notices (AGM, SGM, Council Meetings) as required by the Strata Property Act (SPA).
Process:
Council Meeting Scheduling (Hybrid/In-Person): Create a Google Calendar invitation with the physical location. Add the Google Meet link (which generates automatically) even if the meeting is mostly in-person. This link is used only for transcription and remote council members/managers.
Owner/Resident Notification: For AGMs/SGMs, or formal council notices:
Prepare the official notice, agenda, and draft resolutions in Google Docs.
Save the documents in the secure Shared Drive (e.g., SiteName_Control > Internal_Only > Meeting_Docs).
Use the council's Google Group (e.g., owners@strata.com) to formally distribute the notice via email, including a link to the agenda documents saved in Drive.
Meeting Type / Council Role / Technology Leverage
Council Meeting (In-Person Focus)
Chair/Secretary: Conducts the meeting physically.
Google Meet Transcription: A council member or strata manager joins the meeting on a laptop placed near the speakers. The Google Meet session is recorded and the Live Captions/Transcript function is enabled. This provides a draft transcript of the discussion, which is invaluable for later minutes preparation.
AGM/SGM (Owner Attendance)
Chair/Manager: Manages motions and voting physically.
Google Meet Transcription (Background): Similar to council meetings, the meeting is transcribed in the background via Meet for official record-keeping. Crucial: Ensure all attendees are informed that the meeting is being transcribed/recorded for minutes purposes.
Documentation
Secretary: Takes minutes based on the discussion.
Google Docs: Minutes are drafted directly into a Google Doc template. The secretary can reference the Google Meet transcript immediately after the meeting to confirm complex motions or statements, significantly speeding up the drafting process.
Key Tools: Google Drive & Google Docs
Function: Finalizing, approving, and storing the official meeting records securely.
Process:
Drafting & Approval: The draft minutes (Google Doc) are shared with the council members using the Suggestion and Comment features for efficient digital review and editing.
Official Storage: The final, approved minutes are converted to a PDF (or archived as a locked Google Doc) and filed in the appropriate folder within the Shared Drive.
Owner Access: Owners are granted View-Only access to the dedicated Minutes folder in the Shared Drive (or via a protected link on the Google Site) to fulfill the SPA requirement for access to records.
Key Tool: Shared Drive
Centralized Repository: All meeting documents (Notices, Agendas, Minutes, Resolutions) must reside in a Shared Drive (not an individual's "My Drive").
Permissions Control:
The primary Council Members Group has Content Manager access to all meeting folders.
The Owners Group has Viewer access only to the final minutes and general records.
Sensitive topics (e.g., in-camera council minutes, legal advice) are stored in a highly restricted sub-folder that only the council has access to.
Technology Benefits Summary
Accessibility: Council members can join remotely via Meet when necessary, maintaining quorum and participation.
Searchability: All minutes and documents are easily searchable using Google Drive's powerful search, making it fast to locate past resolutions or bylaw references.
Efficiency: Automated transcription drastically reduces the time spent drafting minutes.
Here is a guide to the technical setup for leveraging Google Meet's transcription features during your strata meetings.
The goal is to provide the clearest possible audio feed to the Google Meet session for accurate transcription, even while the main meeting occurs physically.
A dedicated laptop or desktop (the "Transcription Station") is required to host the Google Meet session.
Setup Location: Place the Transcription Station near the center of the council table or directly in front of the primary speakers (Chair, Secretary, Manager).
Google Meet Join: The designated person (e.g., the Strata Manager or Secretary) logs into the meeting on this device.
Crucial Setting: Before joining, ensure the device's microphone and speaker are working. Since this device is primarily for transcription, you may want to mute its speaker to prevent audio feedback or echo in the meeting room, unless it is being used for remote participants to hear.
Recording & Transcription: Once the meeting starts:
Click the "Activities" icon (geometric shapes) in the bottom right corner of the Meet window.
Select "Transcripts" and then "Start transcription." (Note: This feature is standard in most Google Workspace Business tiers).
Click "Record" (if needed) for video/audio storage, which can sometimes provide a backup to the transcription.
Relying solely on a single laptop's built-in microphone for a room of people is the leading cause of poor transcription. You need a dedicated external microphone.
Audio Strategy / Rationale & Use Case / Recommended Hardware
Best: Boundary Microphone
Designed to sit on a flat surface (like a council table) and pick up sound 360 degrees. It drastically improves audio quality over a laptop mic.
A simple, inexpensive USB Boundary Microphone or Conference Speakerphone that plugs directly into the Transcription Station laptop.
Better: Single-Person Mic
If most discussion comes from a single person (e.g., the Chair or Manager speaking to a room), this mic should be placed close to them.
A basic USB Lavalier (lapel) mic worn by the main speaker or a USB desktop microphone placed inches from their mouth.
Basic: Built-in Mic
Only use this if no external hardware is available. Ensure the laptop is central, and all speakers project their voices clearly toward it.
N/A (Use the laptop's mic)
Before every meeting, verify the following settings on the Transcription Station:
System Default Mic: Check your operating system's settings to ensure the external USB microphone is selected as the default input device, overriding the built-in laptop mic.
Meet Mic Selection: Within the Google Meet session settings, confirm that the drop-down menu for the microphone input shows the name of your external microphone (e.g., "Logitech USB Headset" or "Boundary Mic").
The transcript file (a Google Doc) is automatically saved to the "Meet recordings" folder in the Shared Drive of the person who initiated the transcription/recording.
The Secretary can then access this draft transcript immediately to use as the foundation for the final official minutes, editing it for clarity, formality, and correctness (as automatic transcription is rarely 100% accurate).