Body corporate committee meetings

How to manage motions and vote on decisions in Queensland.

For committees to stay compliant with the Body Corporate and Community Management Act (BCCM), we would like to highlight the importance of understanding and following the legislative requirements when handling motions and decisions. This is key to serving their communities better and promptly addressing owners’ needs.

In Queensland, body corporate committees are pivotal in overseeing the daily operations of buildings or complexes. They are responsible for maintaining thorough records of all decisions made by the committee majority and ensuring these decisions are made and communicated within the specified timeframe of six weeks.

How can committee decisions be made?

To align with the requirements under the Body Corporate and Community Management Act (BCCM), we are encouraging committees to make decisions either through:

  • A majority vote at a formal committee meeting via motions.
  • Voting outside the committee meeting (VOC) if the scheme permits.
  • All motions and decisions made by either method must be confirmed at the following committee meeting.

 

Voting at committee meetings

Committee meetings are the standard forum for decision-making. Each voting member of the committee has one vote on any matter, regardless of how many positions they hold.

  • A motion passes with a majority vote from eligible committee members.
  • Some motions may be restricted or require approval at a general meeting.

If a lot owner wants the committee to consider a motion, they can submit it in writing to the secretary. The committee then has up to six weeks to make a decision. If more time is needed, the owner must be notified and provided with a new deadline, which cannot exceed another six weeks.

 

Voting outside a committee meeting

When a committee needs to vote outside a formal meeting, the secretary or another committee member approved by the majority must provide two things at the same time:

  • Written notice of the motion to all committee members.
  • A notice of the motion to all lot owners.

Committee members then have 21 days from the date of the notice to submit their written votes to the secretary. During this period, members are allowed to communicate with each other about the motion.

 

Committee meeting proxies

In Queensland, a proxy can be appointed for a committee meeting to represent members who cannot attend. This can be done by giving the secretary a prescribed BCCM Form 7 before the meeting.

  • Only voting committee members can act as proxies.
  • Non-voting members (e.g. body corporate managers, caretakers) cannot be proxies.
  • A proxy holder can vote twice (once for themselves, once as a proxy).
  • A proxy can’t be used if the original member is present.
  • Each member can only use a proxy for two committee meetings per year.
  • Proxy appointments end after the meeting.
  • A proxy cannot be used for members with a conflict of interest or those with a body corporate debt owing.

 

Emergency votes

However, different rules may apply when giving notice and collecting votes in emergencies.

  • Notices only need to be sent to committee members who can be practically contacted.
  • Votes can be submitted verbally or via other appropriate methods.
  • Lot owners should be notified when reasonably practical.

We aim to support your committee in making well-documented, timely decisions while ensuring transparency and compliance with legislative requirements. If you have any questions or require further clarification, please do not hesitate to reach out to your body corporate manager for further guidance.