How to run an effective strata committee meeting

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How to run an effective strata committee meeting

We detail seven things you must to do run an effective, legislatively compliant strata meeting

Strata committee meetings can be held as often as the members choose. However, there are procedures and best practices that should be followed when organising and conducting them. The secretary can call a meeting, or one-third of the strata committee members can ask the secretary or any other committee member to call a meeting.

 

1. A strata committee meeting notice must be sent

Each member of the strata committee and every lot owner must be notified of an intended strata committee meeting before the meeting is held. The notice of the meeting must include a detailed agenda for the meeting. The meeting notice can be placed on the notice board or delivered to each owner.

 

2. An agenda must be distributed before the meeting

Though the meeting agenda will give some structure to the strata committee meeting, owners holding more than one-third of the total unit entitlements for the strata property can oppose any motion appearing on it.

Written notice of the objection must be given to the secretary before a decision on the motion is made. Any decision made by the strata committee on that matter will have no force or effect.

 

3. The chairman or an appointed committee member must chair the meeting

If the chairperson is present, they must attend all strata committee meetings. If they’re away, the strata committee must appoint another committee member to chair that meeting.

 

4. A quorum must be obtained

A quorum is the minimum number of members needed to transact business at a meeting. For a strata committee meeting, the quorum is at least half the committee members. In Victoria, when there is no quorum, the committee can only make interim resolutions.

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5. Decisions must be made by ordinary resolution

Strata committee members have one vote and decisions are made by ordinary resolutions (majority vote) during the strata property committee meeting. They do not have the authority to decide on matters that require a special or unanimous resolution.

If members are tied on a decision or matter (i.e. 50 per cent for and against), the matter will be defeated as the majority of the votes has not been reached to pass the item. The chairperson does not have a deciding vote under any circumstances.

 

6. Voting may occur during a physical strata committee meeting, or may be done in writing

Unlike general meetings, the strata committee can vote on a motion in writing even if a physical strata committee meeting was not held. For this to be a valid vote, the correct procedure for giving notice of the meeting must be followed, and a copy of the motion to be voted on should be given to each committee member.

A strata manager or building manager is automatically non-voting members of the committee.

A non-voting member does not have a right to vote on committee decisions. A tenant representative member (applicable in New South Wales only) of the strata committee is not entitled to vote. A member of the strata committee is not entitled to vote if they are an unfinancial owner of a lot in the strata property when the notice of the meeting was given and the amounts owed were not paid before the meeting.

 

7. Meeting minutes must be distributed within seven days after a strata committee meeting

A strata committee must keep full and accurate minutes of all meetings. The minutes must include details of all resolutions passed, including those considered without holding a meeting. Within seven days after a meeting, or the passing of a resolution, a copy of the minutes must be given to each member of the committee.

Having set up the very first strata scheme in Australia back in 1948, we’ve come a long way in our knowledge and experience across a variety of property types. Whether you are new to strata management or an active committee member, we have developed an extensive library of resources to assist you. Click here to download our FREE Community Living guide on committee management. For a consultation to review your current by-laws with the Kemp Peterson team, click here. To find out more about the services we offer, click here for a free strata assessment.


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