01
Use the right meeting
General meetings allow the owners collectively to make decisions reserved to the corporation. Committee meetings deal with functions lawfully delegated to the committee. Annual general meetings address recurring governance, financial, insurance and election matters. The notice, quorum, voting and resolution requirements depend on the relevant legislation and scheme documents.
A committee should not use an informal email chain to make a decision that requires a properly convened meeting or a particular resolution. If an urgent decision is made under a valid alternative process, the record should identify that authority.
02
Write decision-ready agendas
Each substantive agenda item should state the proposed motion, the decision required, relevant background, financial impact and supporting documents. Vague headings such as 'maintenance' produce vague decisions. A motion such as 'approve the attached scope and quote up to the stated amount, subject to insurance confirmation' is easier to implement and audit.
Provide information early enough for owners or committee members to consider it. Avoid introducing major expenditure or contentious rules without the notice and material required by law.
03
Minutes are a governance record
Minutes should be accurate, neutral and sufficient to prove the decision. Record attendance, quorum, motions, amendments, voting results, declared conflicts and the final resolution. They are not a transcript and should not become a vehicle for personal commentary.
Then create an action record containing the responsible person, due date, approval limit, dependencies, expected completion evidence and required communication. Close the action only when the outcome and supporting record are complete.
04
Keep records as corporation property
Maintain the owner or lot register, meeting notices and minutes, financial records, bank statements, invoices, insurance, contracts, correspondence, plans, warranties and notices in a controlled corporation repository. Retention periods and access rights vary by jurisdiction and record type; for example, NSW requires significant strata records to be retained for seven years, while South Australian legislation has its own requirements.
Office-holder handover should include access credentials, current matters, upcoming dates and the location of original records. A reliable handover protects the scheme from volunteer turnover and manager changes.
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