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One of the key elements of a well-functioning body corporate is the effective management of committee meetings. These meetings are where decisions are made, issues are addressed, and plans are put in place to ensure the smooth operation of the scheme.
Understanding both the practical and legal requirements of committee meetings is essential to ensure decisions are valid, transparent, and in the best interests of all owners.
Why Do Committees Need to Meet?
Committee meetings provide an opportunity to discuss and make decisions on matters affecting the day-to-day operation of the scheme. This can include maintenance and repair issues, financial matters, quotes and contracts, pet applications, and by-law compliance.
Meetings also allow committee members to collaborate, share information, and ensure the body corporate continues to operate smoothly between general meetings.
How Often Does a Committee Need to Meet?
There is no minimum or maximum number of committee meetings required each year. A committee meets as often as it needs to carry out its functions.
Some schemes have a meeting schedule set out in their by-laws, while others meet on an ‘as-needed’ basis. In practice, many committees meet monthly or quarterly and manage routine matters through email or other communication tools between meetings.
Importantly, committees can also make decisions by voting outside a committee meeting, without holding a formal meeting, provided legislative requirements are met.
Establishing Clear Objectives and Preparing an Agenda
Effective committee meetings start with clear objectives. Before the meeting, an agenda should be prepared that outlines:
- Topics to be discussed
- Motions or decisions to be considered
- Reports or information to be presented
For formal committee meetings where decisions will be recorded in body corporate records, a Notice of Committee Meeting must be issued to all lot owners at least seven (7) days before the meeting.
Circulating agendas and supporting documents in advance allows committee members to prepare and contributes to more efficient, informed discussions.
Quorum: When Can a Committee Meeting Proceed?
A quorum is the minimum number of committee members that must be present before a meeting can commence.
For a committee meeting, a quorum is at least half of the voting members of the committee. For example:
- If there are 6 voting members, at least 3 must be present
- If there are 7 voting members, at least 4 must be present
A committee member is considered ‘present’ if they attend in person or electronically, provided electronic attendance has been authorised.
Chairing the Meeting
The chairperson must chair all committee meetings they attend, whether in person or electronically.
If the chairperson is absent, the committee members present and eligible to vote may choose another member to chair the meeting.
Strong chairing helps ensure the meeting stays on track, agenda items are addressed efficiently, and discussions remain orderly and respectful.
Conflict of Interest and Voting
If a committee member has a direct or indirect interest in an issue being decided, they must disclose that interest before voting.
Where the interest could conflict with the appropriate performance of the member’s duties, the member is not entitled to vote on the motion. This requirement applies to decisions made at committee meetings and to votes conducted outside a meeting.
Managing conflicts of interest transparently is essential to maintaining trust and ensuring decisions are legally sound.
Who Can Attend a Committee Meeting?
Committee Members – All committee members are encouraged to attend and participate in committee meetings, either in person or electronically if authorised.
Non-Voting Members – Non-voting members may attend committee meetings in person or electronically if authorised. They may be required to leave for certain agenda items, such as discussions relating to their own engagement. This exclusion does not apply to schemes under the Commercial Module.
Owners and Their Representatives – Owners who are not committee members, or their representatives, may attend committee meetings if written notice is given to the secretary at least 24 hours before the meeting. Owners and representatives may be asked to leave for certain agenda items, such as discussions relating to by-law contraventions involving that owner.
Other Attendees
The committee may invite other people to attend meetings, such as the body corporate manager, caretaker, or contractors, to provide information or advice.
Non-members may observe the meeting and may only speak if invited. They can be directed to leave if they do not comply with meeting protocols.
Electronic Attendance and Technology
Committee meetings may be attended electronically if authorised by the committee. Electronic attendance can include:
- Teleconference
- Videoconference
The committee can approve electronic attendance for a specific meeting or all meetings, and by any or a specified electronic method. Using technology can improve accessibility and participation, particularly where in-person attendance is not possible.
Keeping Accurate Committee Meeting Minutes
The committee must keep full and accurate minutes of each committee meeting. Minutes must include:
- The date, time, and place of the meeting
- Names of attendees and the capacity in which they attended
- Details of proxies tabled
- Full wording of motions and voting results
- Details of pet approval requests and any conditions imposed
- Documents tabled at the meeting
- Time the meeting closed and details of the next meeting
- The secretary’s name and contact address
Minutes must be provided to all lot owners within 21 days of the meeting, unless an owner has advised in writing that they do not wish to receive them.
Follow-Up and Accountability
After the meeting, follow-up is critical. Responsibilities should be clearly assigned, deadlines set, and progress monitored to ensure decisions are implemented. This accountability helps maintain momentum and confidence in the committee’s governance.
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