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Body corporate meetings, particularly Annual General Meetings (AGMs), have traditionally been in-person affairs, with owners gathering at a designated venue to discuss key issues and vote on motions.
Technology, however, is increasingly reshaping how these meetings operate. Since the COVID-19 pandemic, which accelerated the adoption of on-line participation, electronic voting, hybrid meetings, and video attendance have become more common, offering flexibility for owners and committees alike.
Legislative Changes Since COVID
During the pandemic, temporary legislation allowed body corporate meetings to be conducted entirely online to maintain social distancing.
This temporary provision expired on 30 April 2022. Under current Queensland law, electronic-only meetings are no longer automatically permitted. While owners can still participate remotely, the Standard Module legislation requires a physical meeting venue within 15 kilometres of the scheme unless the body corporate has passed an ordinary resolution to authorise remote attendance.
Hybrid meetings, where some owners attend in person and others participate online, are now a practical solution for many schemes. Committees must ensure that all owners have fair access, that proper notice is given, and that decisions made electronically are legally valid.
Electronic Voting
Electronic voting allows owners to submit their votes before or during a meeting using secure online platforms.
The body corporate must first pass an ordinary resolution to authorise electronic voting, and votes can only count toward quorum if this has been explicitly approved. The platforms used must also ensure that all votes are secure and confidential, particularly when secret ballots are involved, to protect the integrity of the voting process and maintain trust among owners.
Voting via informal methods such as text messages or email is generally not valid unless it meets the legislative requirements for signatures or electronic authorisation. Tools like DocuSign are recommended to ensure submissions are legally compliant.
Hybrid and Video Participation
Legislation allows owners to participate in meetings electronically, but electronic-only meetings are not the default. Physical attendance is still required, and owners must have a venue within 15 kilometres of the scheme.
Hybrid meetings, combining in-person attendance with online participation, are permitted if approved by the body corporate through an ordinary resolution.
Technology enables owners living interstate, overseas, or with mobility challenges to engage more easily, but committees must ensure participation is fair and accessible. Denying an owner access to online platforms or banning recordings without lawful justification could constitute a civil law breach.
Recording Meetings
Owners are generally entitled to record meetings to ensure transparency and maintain accurate records.
Banning audio or video recordings outright is considered unlawful, although committees may provide guidance on how recordings should be conducted to respect privacy and confidentiality.
Practical Implications for Owners and Committees
Technology can improve accessibility, participation, and efficiency in body corporate meetings, but committees must operate within legislative frameworks.
Owners should feel confident exercising their rights, whether that means attending electronically, recording the meeting, or challenging decisions that appear to contravene the law.
Committees, meanwhile, must ensure transparency, provide clear instructions, and respect resolutions passed by owners. A failure to do so can result in disputes, incorrect meeting minutes, and civil law consequences.
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