Did you know there are several ways to vote on owners corporation or body corporate matters? Some methods are designed for in-person general meetings, while others can be used without being there in person. Understanding these options can make participation easier and more flexible.
Voting is the foundation of decision-making in strata and body corporate communities. It influences budgets, levies, maintenance projects, and by-law or building rule changes. By participating in voting, owners have the opportunity to shape how their property is managed and contribute to decisions that affect the entire community.
Strata resolutions are formal decisions made during meetings of the strata committee, owners’ corporation, or body corporate. These decisions usually require eligible members and lot owners to vote on motions that shape how the scheme is managed, maintained, and improved. They can address a wide range of matters, from approving budgets and scheduling maintenance to amending by-laws or authorising renovations and more.
Ordinary resolutions are perhaps the most common type of resolution at a strata meeting. They require a simple majority to vote in favour of the motion. This means more than 50 per cent of owners eligible to vote, present in person or by proxy, casting their vote in favour of the motion. Committees make decisions through ordinary resolutions. They do not have the authority to decide on matters that require a special or unanimous resolution.
Ordinary resolutions typically address everyday matters such as approving maintenance and repairs, setting budgets and levies, enforcing by-laws or building rules, and managing the use of common property.
A motion is passed by ordinary resolution if the votes counted for the motion (“yes” votes) are more than the votes counted against the motion (“no” votes), so there is no requirement to get more than 50 per cent in favour. This is the most common type of general meeting resolution.
A majority resolution is passed if the votes counted for the motion (“yes” votes) are more than 50 per cent of the lots whose owners are entitled to vote on the motion. These votes typically have to be submitted in writing. Majority resolutions are uncommon and are generally reserved for specific decisions outlined in legislation.
Special resolutions are usually required for significant decisions, such as changing or creating by-laws or building rules, approving major works on common property, authorising exclusive use of common property, or altering the rules for levies and contributions.
At times, meeting outcomes or resolutions are passed where there are no votes cast against the motion. This type of meeting resolution is called a unanimous resolution.
Unanimous resolutions are used for fundamental decisions such as selling common property, buying land, or altering boundaries, lot entitlement and lot liability. This does not require an owner to be financially invested to cast a vote.
A special resolution requires two conditions:
A special resolution can only be passed if no more than 25 per cent of the votes (based on unit entitlement) are cast against a motion. This means that 75 per cent or more of the owners present or voting by proxy, who are entitled to vote at a general meeting, are in favour of a motion for it to be passed.
A motion is passed by special resolution only when three conditions are satisfied:
In Tasmania, decisions are made through two types of resolutions: ordinary and unanimous. Ordinary resolutions are passed by a majority of lot owners present and voting at the meeting and are used for most matters, such as creating or amending by-laws. Unanimous resolutions are passed when no lot owner votes against the motion at the meeting or within 28 days after the meeting, and they apply to significant decisions, such as buying or selling common property or changing unit entitlements.
A special resolution must have the exact wording included in the meeting notice. It requires agreement from owners, or their proxies, representing 75% of the lots, or, in the case of a ballot or poll, 75% of the lot entitlements.
An interim special resolution is passed when at least 50% of total votes are in favour, and no more than 25% of votes are against. It can be treated as a full special resolution if a notice is sent to all lot owners within 14 days of the meeting, and the secretary does not receive a petition from owners or proxies representing 25% of votes opposing the resolution within 29 days.
Voting rights generally belong to property owners listed on the strata roll. Trustees of properties held in succession, initial mortgagees, and authorised proxies for absentee owners may also vote. Co-owners share one vote per lot, and in some cases, first mortgagees can exercise voting rights.
Owners with outstanding levies are usually considered unfinancial and may not vote, except on unanimous resolutions. Tenants and guests without proxy authority do not have voting rights. Managers, such as strata or body corporate managers, are not voting members.
Across Australia, owners corporations and body corporates use several voting methods. These include show of hands, poll votes, electronic voting, and pre-meeting voting. Below, we outline how these methods apply in different states.
Used at general meetings. Each unit has one vote, and votes can be cast personally or by proxy.
Written votes can occur at meetings or outside meetings, following the process in the management module.
The management module may provide for additional voting methods, such as voting outside meetings or by the committee.
Owners may vote via teleconference, email, or other electronic means. Since June 2020, electronic voting has been permitted for all meetings without requiring a prior resolution. This change was introduced by the Community Land Management Amendment (COVID-19) Regulation 2020 under the Community Land Management Act 1989.
Votes can be submitted before the meeting by email or other electronic means, although this method is not applicable for elections.
Calling for a poll changes a general resolution vote from one vote per lot to voting based on unit entitlement.
A mortgagee or covenant chargee can cast a priority vote on motions related to insurance, budgeting, levies, or special resolutions. If a priority vote is cast, the owner’s vote does not count for that matter.
Owners may vote at a general meeting by a show of hands or submit a completed written voting paper to the secretary. If the secretary is not present, you submit your voting paper to the person chairing the meeting before it begins.
You can make a written vote by completing a voting paper and giving it to the secretary before the start of the general meeting. No one can do this for you, or your vote might be declared invalid.
Electronic voting is allowed if it has been authorised by a general meeting decision of the body corporate. The vote should be conducted in accordance with the Electronic Transactions (Queensland) Act 2001. To vote electronically, you need to follow the secretary’s instructions and vote before the general meeting or, if the voting system allows, at the general meeting.
You can withdraw your electronic vote at any time before the result is declared. A person’s proxy cannot withdraw an owner’s electronic vote.
Permitted only for schemes under the Commercial Module and Small Schemes Module, provided all votes are unanimous and in writing. If these conditions are met, the motion is passed by the body corporate. It has the effect of either a resolution without dissent, a special resolution, or an ordinary resolution, as required by the motion.
Votes can be cast personally or by proxy at a meeting. This is the most common method for ordinary resolutions.
A poll can be requested at a meeting. Voting by poll counts votes based on unit entitlements rather than one vote per lot.
For motions requiring a unanimous resolution, votes can also be submitted in writing within 28 days after the meeting.
Common at general meetings. If the required number of votes is not achieved, the decision becomes an interim decision, which can only take effect after 29 days if no petition is received.
Ballots require written notice, a minimum 14-day period, and specific instructions for returning papers. Votes are counted based on lot entitlements.
If a lot owner requires a poll to be taken before or after the vote on an ordinary resolution, the vote in the poll will be based on one vote for each unit of lot entitlement. This does not apply to special or unanimous resolutions.
A document is sent electronically to owners, who record their vote and then pass it on. The resolution passes when the required majority is achieved. Circulating resolutions are enabled under the Electronic Transactions (Victoria) Act 2000.
A proxy is a person authorised to represent you and vote on your behalf. A proxy should be appointed in writing using the prescribed form and submitted to the secretary within the required timeframe. Proxies cannot transfer their voting rights to another person, and they lapse after the period specified by the relevant legislation. While proxy voting is permitted in most states, the rules vary by jurisdiction.
Every unit holds a single vote. The owner can assign a proxy to vote on their behalf at a meeting. In cases where two or more individuals jointly appoint a proxy, the document must bear the signatures of all those involved.
Proxy voting is supported by the Strata Schemes Management Act 2015 and the Strata Schemes Management Regulation 2016. These regulations allow owners to appoint a proxy for general meetings.
A proxy can be almost anyone, including a tenant or a strata committee member. To appoint a proxy, the approved proxy form is completed and given it to the secretary. For schemes with 100 lots or more, this should be done at least 24 hours before the meeting. For smaller schemes, it can be provided at the start of the meeting. A proxy has no effect if the owner attends and votes in person, and it cannot be transferred to another person.
Proxy voting is supported by the Body Corporate and Community Management Act 1997 and its regulation modules, including the Standard Module Regulation 2020. These regulations allow owners to appoint a proxy for general meetings.
A proxy can be anyone entitled to vote, provided they are named on the proxy form. To appoint a proxy, complete the prescribed form and deliver it to the secretary before the meeting, or earlier if the body corporate sets a deadline. Proxies lapse at the end of the financial year unless a shorter period is specified.
A proxy cannot vote on engaging a body corporate manager or service contractor, authorising a letting agent, electing or appointing a committee member, a motion where the owner has already submitted a written vote, or any motion if the owner who gave the proxy is present (unless they consent). Rules may vary for schemes under the Commercial Module and the Small Schemes Module.
Generally, each unit holds one vote, and the owner can appoint a proxy that is documented in writing. In cases where two or more individuals own a unit’s single voting right, they can collectively appoint a proxy to vote on their behalf.
If co-owners cannot agree on who will cast a vote, the vote is given to the owner listed first on the certificate of title for the unit.
Proxy voting is supported by the Owners Corporations Act 2006, the Owners Corporations Regulations 2018, and the Owners Corporations and Other Acts Amendment Act 2021. These regulations allow owners to appoint a proxy for general meetings but not for committee meetings.
A proxy is typically a trusted person authorised in writing. To appoint a proxy, complete the prescribed owners corporation proxy form and deliver it to the secretary. Proxies lapse after 12 months unless an earlier date is specified.
Before renewing your agreement, take a moment to compare your options. Our quick and easy form can be completed in less than 30 seconds.
There are many ways to cast your vote in strata communities, and each method plays a role in shaping important decisions. Understanding the types of resolutions, who is eligible to vote, and the available voting options makes participation easier and supports your voice being heard. By staying informed, you help create a fair, transparent, and well-managed community for everyone.
Having set up 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.
This article is edited by Lauren Shaw Regional General Manager and Licensee-in-Charge on February 2026.
