The successful running of your Body Corporate depends on the effectiveness of your Committee Meetings and ensuring that your scheme complies with the relevant legislation.

It makes all the difference to your Body Corporate Committee Meeting’s success if it is well-prepared and efficient. Here’s some advice on calling a Committee Meeting, how to run it, who can attend, and how to keep minutes.

The structure of a committee meeting must conform to the following guidelines (whether it is in person or via video conference).

Committee meetings: what are they?

Most committee meetings can be described as evidence-gathering meetings. They have traditionally commenced with notifying all present on how any open matters from the previous meeting have progressed, a review of the current financials and arrears, a Building Manager presentation followed by a question-and-answer period during which committee members have the opportunity to explore selected aspects of an issue in greater detail.

Another Golden Rule you can discuss- It is important that throughout the meeting any open projects are assigned to a specific member of the Committee to take charge of. It is then this member that the Agenda line item is assigned to present at the next meeting.

There are no minimum or maximum number of committee meetings that must be held by the Committee. The Committee can also decide where the meeting should be held, for example at SMG’s office or at your place of business. When half of the number required for a quorum objects in writing to the Secretary, the meeting cannot be held more than 15 kilometres from the scheme land.

Calling a Committee Meeting

Either of the following can call a Committee Meeting:

The Secretary
The Chairperson in the Secretary’s absence
When the Secretary and Chairperson are absent, any committee member with the agreement of a quorum may act
Upon written request by a majority of the committee, the Secretary or the Chairperson will act as Secretary.

Upon receiving the request to hold a meeting, the Secretary or Chairperson must schedule it within 21 days.

Upon the failure of the meeting to be held within 21 days, another committee member may call the meeting so long as a quorum is present.

Whenever a request is not responded to within 7 days after it is sent to the Body Corporate address, the Secretary and Chairperson may be presumed absent.

Meeting notices

It is the responsibility of each Committee Member (including non-voting members) to receive written notice of the meeting at least seven days before the meeting or at least two days if all voting members agree in writing or at the last meeting.

Lot owners are required to receive a copy of the agenda and notice (unless otherwise requested). The notice and agenda are also to be posted on the Body Corporate notice board if one exists.

Unlike the Large Schemes Module, Committee Meetings under Small Schemes Module do not require notice.

Agenda

It is crucial that business items to be discussed at a Committee Meeting are prepared in advance.

In addition to the minutes of the last committee meeting, there must be a motion confirming any resolutions passed outside of meetings.

Having effective meetings requires that the basics be done right if Body Corporate Committees are to be successful. It is quite common for strata committees to receive last minute documentation, whether it is from owners or from building managers. In this case, committee members are unable to contribute effectively to discussions. This results in angst among committee members or further delays in the meeting. When it comes to meetings, the “golden rule” is to stick to the agenda. The Chairperson should, with the help of the Body Corporate Manager, set timeframes for contentious items on the agenda so that there is enough time for a healthy debate and strict enough that attendees stay on topic.”

Prior to the meeting, the Committee should have at least 3 or 4 days to revise the documents and prepare any discussions.

Running a Committee Meeting

The Committee meets as often as it needs. There is no requirement to hold a certain number of meetings each year.

Committees have the option of voting outside committee meetings (without holding formal meetings).

Voting Outside a Committee Meeting

There is no need to hold a Committee Meeting to make decisions.

In order to vote outside a Committee Meeting, the Secretary (or another member authorised by the majority of voting members) must simultaneously give the following instructions:

Written notice of the motion to all Committee Members
Notice of the motion to all Lot Owners.

Committee Members need to return their written votes to the secretary within 21 days of the notice being given.

What is a Quorum?

Meetings cannot begin unless a quorum is present. Members of the Committee can attend in person or via electronic means if authorised.

Meetings of a Committee need at least half of the voting members to constitute quorum, for example:

If there are 6 voting members of the Committee, a quorum is 3.
If there are 9 voting members of the Committee, a quorum is 5.

Who can attend Body Corporate Committee Meetings?

Non-voting members

In addition to attending Committee meetings in person, non-voting members can participate via email, teleconference or videoconference (if the Committee has allowed electronic attendance).

Occasionally, non-voting members are required to be absent from Committee meetings. For example, if the Committee is discussing the person’s engagement, the participant cannot attend.

Attendance by Owners and their representatives

In the event that electronic attendance has been authorised by the Committee, non-members may attend Committee Meetings either in person or electronically.

In place of an Owner, a representative of the Owner can attend Committee Meetings.

At least 24 hours before a Committee Meeting, an Owner or their representative must provide written notice to the Secretary.

Included in the notice should be:

Their residential or business address
The name of the Lot Owner they are representing
Unless their name is already on the Body Corporate Roll, evidence the Owner has asked them to represent them at the meeting
Whether they are a member of the Owner’s family
Acting under the power of attorney of the Owner
Director, secretary or other nominee of a company that owns the Lot.

It may be necessary for non-members and their representatives to leave during certain agenda items (e.g., a discussion or vote on a by-law violation by that Owner), if the committee so decides.

It is possible for the Committee to invite other persons to a Committee Meeting.

In the absence of an invitation, a non-member can only observe the meeting. If they do not comply, he or she will be asked to leave.

Electronic attendance

If authorized by the Committee, all attendees can participate electronically:

Email
Teleconference
Video conference

Minutes

It is essential that the committee keeps accurate and full minutes for each meeting. These include:

Attendees at the meeting
The decisions that were made
Each decision was approved by how many votes
On each decision, who is taking action?
Any correspondence, reports, notices, or other documents that were tabled

It is quite common for SMG Community Managers to undertake the role of Secretary and record meeting minutes.