What Is Involved During A Strata Meeting?

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If you’re an owner or investor in a property that is governed by a strata scheme, chances are you’ve heard about strata meetings. Almost every important decision made by the owners or representatives of the owners are made at a strata meeting.

Because of their importance, owners of properties need to know when strata meetings are held and what will be discussed at the meeting. This helps those who will be attending to make a decision ahead of time. The decisions made at a strata meeting help to ensure funds are looked after and the scheme operates reliably.

Why is a strata meeting important?

Not only does it help keep owners informed, but all states in Australia require strata schemes to hold at least one meeting per year; the annual general meeting. But, there are generally more meetings throughout the year to assess and determine the outcomes for special circumstances. In many states, the body corporate will use the annual general meeting to make important decisions. There are also some limits on how far apart annual general meetings can be held.  

How much notice should be received for a meeting?

The Secretary of the owners’ corporation is responsible for organising meetings, as well as providing notice to all involved. Everyone on the strata roll must have at least seven days’ advance notice of an upcoming meeting in writing. This can be done via email, post or fax. If the notice is to be mailed to the recipient, and extra four days must be added to allow for postage times.

Who can call for a meeting to be held?

With the exception of annual general meetings, general meetings can be held in two ways. The Secretary or strata committee can hold a meeting at any time they see fit. Owners can also call for a meeting if owners hold at least a quarter of the total unit entitlements. They can then ask for a meeting to be held by applying in writing.

How does voting operate at the meeting?

Each owner is entitled to one vote per each lot they own. There are a number of different types of votes including general resolution votes, special resolution votes and unanimous resolutions. However, most decisions can be made when there is a simple majority vote (over 50 per cent). Owners and their representatives don’t have to physically present at the meeting. They can vote via teleconference, video-conferencing or email. Some committees will also allow for pre-meeting voting or electronic voting, where possible.

What is involved with a strata meeting?

In general, minutes of the previous meeting are confirmed at the start of each meeting. All motions are considered. All motions are considered an voted upon and recorded within the minutes. Decisions are made and the course of future meetings are determined through the decisions and minutes.

Can someone vote on behalf of one of the owners?

Yes, a proxy voter can be determined ahead of each meeting. However, there are limits on how many proxies there can be. An owner can make anyone their proxy, including the tenant of their property. For larger schemes, the proxy must be given to the Secretary at least 24 hours before the meeting. For smaller schemes, it is acceptable to be provided at the time of the meeting. You may need to contact your strata management team for their in-house proxy form to complete for your upcoming meeting.

Usually, a proxy is only valid for a maximum of 12 months from the date of signing the proxy form, or until the date specified.

For more information on strata meetings, check with your local fair trading office or your strata management group.

If you’re a strata organisation looking for professional minutes to be completed at your next meeting, contact Meetings Into Minutes today.