Meetings of the Executive Committee

Holding an executive committee meeting

The Act does not say how often executive committee meetings must be held. One-third of the executive committee members may ask the Secretary to call an executive committee meeting and set a time for the meeting to be held. If the Secretary is away, any other executive committee member may be asked [Schedule 3, Part 2, Clause 7].

Notice

The Secretary must put a notice about the meeting on the noticeboard at least 72 hours before an executive committee meeting is held. If the owners corporation doesn’t have a noticeboard, or the scheme is a large one, the meeting notice must be given to each owner and executive committee member. The notice must have a detailed agenda.

If the Secretary is away and another executive committee member was asked to hold the meeting, that member must put the notice on the board or give a copy to each owner and executive committee member. In a large scheme, notice may be given by email. [Schedule 3, Part 2, Clauses 6 & 7].

Owners’ attendance

An owner or where the owner is a corporation, the company nominee of the corporation, can attend executive committee meetings but they cannot speak at the meeting unless the executive committee agrees by majority vote [Schedule 3, Part 2, Clause 14].

Chairperson to preside

If the Chairperson is present they must preside at all meetings of the executive committee. If the Chairperson is away, the executive committee must appoint another executive committee member to chair that meeting only. The Chairperson does not have a deciding vote. [Schedule 3, Part 2, Clause 8].

Quorum

The quorum for an executive committee meeting is at least half of the members [Schedule 3, Part 2, Clause 9].

Voting

Each executive committee member has one vote. The Chairperson does not have a casting vote under any circumstances. A decision on any motion at an executive committee meeting is made by a majority vote [Schedule 3, Part 2, Clause 11].