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Decisions required of the body corporate will be in the form of motions. Where a motion has been decided in the affirmative it becomes a resolution. Resolutions may only be made at either an annual general meeting, an extraordinary general meeting, a committee meeting or a vote out of committee (flying minute). The resolutions are recorded in the minutes of the body corporate, and kept in the minute book. Minutes must be kept on file indefinetly by thte body corporate, and cannot be destroyed.
The committee must ensure that full and accurate committee meeting minutes are kept. The minutes of the committee meeting must include
- The particulars of the meeting (date, time, place, time of closing)
- The persons present (including the capacity in which they attended)
- The proxies held
- The words of each question decided by the committee
- The number of votes for and against each question decided
- Details of any documents and correspondence tabled
- The details of the next scheduled meeting
- The secretary’s name and contact address.
The secretary has a duty to distribute within 21 days the minutes of the committee meetings to all owners, unless the owner has opted not to receive the minutes. (Standard Module Section 55)
For general meetings, the type of decision required of the body corporate will dictate what type of resolution is necessary. Generally, the more important the decision, and the more likely it is to impact on the rights of the owners, then the larger the majority required to pass the motion. The types of resolutions that a body corporate may make are as follows.
