The training should be a formal, documented process, ideally led by the Strata Manager (if one is retained) and the outgoing or senior council members.
The goal is to provide a foundational understanding of the Strata Corporation's governance, documents, and operations. This should take place as soon as possible after the Annual General Meeting (AGM) where the new council is elected.
Strata Property Act/Legislation: A high-level overview of the governing law and how it dictates council duties and powers.
Standard of Care: The legal requirement to act honestly, in good faith, and with the diligence of a prudent person.
Conflict of Interest: Procedures for identifying, disclosing, and recusing oneself from a vote on matters where a direct or indirect interest exists.
Fiduciary Duty: The obligation to act in the best interests of the Strata Corporation as a whole, not individual interests.
Review relevant sections of the Act and Standard Bylaws.
Declaration/Bylaws & Rules: Detailed review of the corporation's specific bylaws and rules, especially those concerning council operation, common property, and enforcement.
Strata Plan/Registered Documents: Understanding common property vs. limited common property vs. strata lots.
Provide a complete physical or digital "Council Binder" containing all documents.
Operating Budget: How to read and monitor the annual budget.
Contingency Reserve Fund (CRF): Purpose, funding, and the process for authorized spending.
Financial Statements: Reviewing monthly/quarterly reports from the Strata Manager/Treasurer.
Special Levies: The legal process for approving special assessments.
Review the most recent budget and financial statements.
Meeting Procedures: Quorum, notice requirements, conducting an effective meeting (often referencing a simplified version of Robert's Rules of Order).
Minutes: Understanding what must be recorded, how to approve minutes, and distribution requirements.
Owner Communication: Standard process for receiving and responding to owner correspondence, bylaw complaints, and requests for hearings.
Review recent minutes and meeting templates.
Strata Manager: Clarify the scope of the management agreement and the division of tasks between the manager and the council.
Key Contracts: Overview of major contracts (e.g., landscaping, janitorial, insurance brokers) and the contract approval process.
Maintenance & Repairs: The process for addressing maintenance issues, obtaining quotes, and approving expenditures.
Introduction/meeting with the Strata Manager.
Record Keeping: Requirements for keeping corporate records (minutes, correspondence, contracts).
Privacy Legislation (e.g., PIPA): Guidelines on handling and protecting owners' personal information.
Review the strata's record retention and access policy.
The council should define a clear job description for each elected position, and the outgoing officer should conduct a formal handover with the new officer.
The President is the council's Chief Executive and Chairperson.
Key Training Focus: Leadership, delegation, and running effective meetings.
Specific Duties:
Chairing Meetings: Techniques for setting agendas, maintaining order, ensuring all voices are heard, and moving the meeting to decision points.
External Liaison: Acting as the primary point of contact for the Strata Manager and as the official spokesperson for the Strata Corporation.
Execution: Ensuring council decisions are executed by the Strata Manager or delegated council members.
Signing Authority: Understanding where their signature is required (e.g., contracts, certain financial documents).
The Vice-President is the Support and Successor to the President.
Key Training Focus: Familiarity with all presidential duties and taking on specific projects.
Specific Duties:
Back-up: Full understanding of the President's role to be ready to step in when the President is absent.
Project Management: Often delegated responsibility for specific, high-priority projects (e.g., overseeing a major repair, managing a committee).
Mediation: Supporting the President in mediating internal council conflicts or owner disputes.
The Treasurer is the Financial Oversight Officer. Note: In most managed stratas, the Strata Manager handles daily bookkeeping; the Treasurer provides oversight.
Key Training Focus: Financial review, budgeting, and reserve planning.
Specific Duties:
Budget Preparation: Working closely with the Strata Manager to prepare the draft annual operating budget and CRF contributions for council approval.
Statement Review: Scrutinizing monthly financial reports and invoices to ensure compliance with the approved budget.
Reserve Fund: Monitoring the Contingency Reserve Fund balance and ensuring funds are invested appropriately according to Strata policies.
Financial Reporting: Being prepared to present financial reports and answer owner questions at general meetings.
The Secretary is the Custodian of Records and Communications.
Key Training Focus: Accurate record-keeping, notice requirements, and correspondence management.
Specific Duties:
Minutes: Ensuring accurate and complete minutes are taken at all council and general meetings, approved, and distributed according to legal timelines.
Correspondence: Managing the strata's official incoming and outgoing mail and email, logging important documents, and drafting official communications.
Record Access: Ensuring corporate records (contracts, minutes, resolutions) are kept in a secure, organized manner and are available for owner inspection upon request, as required by law.
Meeting Notices: Ensuring all notices for council and general meetings are prepared and delivered correctly within the required timeframes.