Body Corporate Committee Meetings: Legal Requirements Explained
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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 under Queensland’s Body Corporate and Community Management Act 1997 (BCCM Act) and the relevant Regulation Module, 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 (VOC), without holding a formal meeting, provided legislative requirements are met.
Preparing a Notice and Agenda
Effective committee meetings start with clear objectives. Before the meeting, a Notice of Committee Meeting must be prepared that outlines:
- Topics to be discussed
- Motions or decisions to be considered
- Reports or information to be presented
For formal committee meetings, the notice and agenda must be given to all committee members and lot owners at least seven (7) days before the meeting. This can be shortened to as little as 2 days if all voting members agree in writing, or if this was resolved at the previous meeting.
Circulating supporting documents in advance allows committee members to prepare and contributes to more efficient, informed discussions.
Meeting location: A committee can decide where to hold its meetings. However, the meeting cannot be held more than 15 kilometres from the scheme’s land if half the number required for a quorum object in writing to the secretary.
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. Without a quorum, no valid decisions can be made.
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.
Note: Quorum rules for committee meetings differ from those for general meetings such as AGMs. For general meetings, a quorum requires at least two voters physically present plus votes representing at least 25% of all eligible voters. For a detailed explanation, see our article on Body Corporate Quorums for AGMs.
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
Under the Standard Module (s 66), a committee member must disclose any direct or indirect interest in an issue being considered if that interest could conflict with the appropriate performance of their duties. Once disclosure is required, the member is automatically not entitled to vote on any motion involving that issue, whether at a committee meeting or through a vote outside a committee meeting.
The same obligation extends to proxy holders: a person holding a proxy for a committee member must also disclose any relevant interest and must not vote as proxy on the related motion.
Managing conflicts of interest transparently is essential to maintaining trust and ensuring decisions are legally sound.
Strong chairing helps ensure the meeting stays on track, agenda items are addressed efficiently, and discussions remain orderly and respectful.
Who Can Attend a Committee Meeting?
Committee Members
All committee members are encouraged to attend and participate, 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 as observers if they give written notice to the secretary at least 24 hours before the meeting. Owners in attendance may only speak if invited to by the committee, and may be asked to leave for certain agenda items – for example, discussions relating to a by-law contravention 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. Invited attendees may only observe and 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. Permitted methods include:
- Teleconference
- Videoconference (Zoom or Microsoft Teams)
The committee can approve electronic attendance for a specific meeting or for all meetings, and by any or a specified electronic method. Using technology improves 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. Under the Standard Module (s 71), minutes must include:
- The date, time, and place of the meeting
- Names of attendees and the capacity in which they attended (e.g. committee member, lot owner)
- Details of proxies tabled
- The full wording of each motion and the voting result
- Details of pet approval requests and any conditions imposed
- Documents tabled at the meeting
- If a motion was not decided because it is a restricted matter, the reason why it was not decided
- Time the meeting closed and details of the next meeting
Minutes must be given to all lot owners within 21 days of the meeting, unless an owner has advised the secretary in writing that they do not wish to receive them. The same 21-day timeframe applies to records of decisions made by vote outside a committee meeting (VOC).
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.
This article refers to schemes regulated under the Body Corporate and Community Management (Standard Module) Regulation 2020. Requirements may differ for schemes under the Accommodation Module, Commercial Module, or Small Schemes Module. BCsystems manages Queensland body corporate schemes only.
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