Understanding Committee Meetings

Committee meetings are the backbone of decision-making in a body corporate. These meetings, and the decisions they produce, are bound by legislative requirements that promote transparency, fairness and accountability.

It’s important to remember that committee members are owners or their representatives who volunteer their time to manage the day-to-day operation of the scheme. This article outlines the different types of committee meetings, the rules that govern them and how owners can stay informed and involved in the process.

Note: This information applies to bodies corporate regulated under the Standard Module and does not cover Two-Lot or Small Schemes. For guidance on these, visit our dedicated pages.

Can Committees Meet Informally?

Committees often ask whether they can hold informal meetings. While the legislation does not explicitly allow for informal committee meetings, it also does not prohibit members from discussing body corporate matters informally.

However, no formal decisions can be made during these discussions. To make a valid decision, the committee must follow the proper process for convening a meeting or undertaking a vote outside of a meeting.

Types of Committee Meetings

Committees can make decisions in two ways:

  • At a formal, physical meeting

  • By a Vote Outside a Committee Meeting (VOCM), often called a Flying Minute

Each option has specific procedures and timeframes that must be followed.

Calling a Committee Meeting

Committee meetings must be ‘properly called’ and follow specific rules:

  • Meetings can be called by the secretary, chairperson, or any committee member with the support of enough members to form a quorum.

  • If the secretary (or chairperson in their absence) receives a written request from enough members to make a quorum, a meeting must be called within 21 days.

  • A notice of meeting and agenda must be given to all owners and committee members at least seven days in advance.

  • In some cases, the notice period can be shortened to two days if the committee has agreed in advance.

  • Meetings should ideally be held close to the scheme’s land. If the location is more than 15 kilometres away, objections can be raised.

A quorum (at least half of the voting members) is required for a meeting to proceed.

In emergencies, alternative notice and voting methods may be used, but the decision must be shared with owners and confirmed at the next meeting.

Submitting Motions and Making Decisions

Owners can submit motions for committee consideration. The committee must decide on the motion within six weeks. If more time is needed, the committee must notify the owner, but the total period cannot exceed 12 weeks.

For pet applications, the timeframe is much shorter. A decision must be made within 21 days. If no decision is provided, the animal is deemed to be approved.

Each committee member has one vote, regardless of how many executive positions they may hold.

  • For a motion to pass at a physical meeting, a majority of votes cast by those present must be in favour.

  • For a VOCM, a majority of all voting members must approve the motion within 21 days. If not enough votes are received, the motion is considered not passed.

Minutes and Record Keeping

All committee decisions, whether made at a meeting or by VOCM, must be documented and circulated to all owners within 21 days.

Minutes must include:

  • Time and date of the meeting

  • Names of attendees

  • Motions considered

  • Voting outcomes

While minutes do not need to be verbatim, they must accurately reflect what occurred. For VOCMs, the record must be confirmed at the next committee meeting and included in the minutes.

Owner Participation and Notice of Opposition

Owners or their representatives may attend committee meetings by giving 24 hours’ written notice to the secretary. They may observe the meeting but can only speak if invited.

In certain circumstances, an owner may be asked to leave while specific agenda items are discussed.

Once minutes are circulated, a seven-day notice of opposition period begins. If at least half of all lot owners submit written objections to a decision, the motion does not take effect.

The committee should wait for this period to lapse before acting on any decision.

Voting Outside a Committee Meeting (VOCM)

VOCMs are a practical alternative for busy committee members or those who live remotely. Decisions are made in writing and circulated electronically or by mail.

Key points include:

  • All owners and committee members must receive the same notice at the same time.

  • Voting must be returned within 21 days.

  • A majority of all committee members must vote in favour for the motion to pass.

  • If a majority is not achieved within 21 days, the motion is deemed not passed.

There is a common misconception that the cost of a VOCM can be passed on to an individual if the motion benefits only them. However, the legislation does not permit this.

In Summary

Committee meetings are a vital part of managing a body corporate. Whether in person or by written vote, decisions must follow proper procedures and be recorded transparently.

For owners, understanding these processes provides confidence in the way their scheme is managed and empowers them to participate in meaningful ways.

Transparency, accountability and consistency are not just legal obligations, they are essential for community trust and effective governance.

Lisa Norvock