Voting Papers

When it is time for the Body Corporate to hold the Annual General Meeting, voting papers are issued to all Lot Owners at least 21 days prior to the date of the meeting. The voting paper outlines all statutory motions in conjuction with motions submitted by the Committee as well as any motions submitted from the Owners.

A Voter casts a written vote by completing the voting paper as required by the accompanying instructions; and giving the voting paper to the Secretary (by hand, by post or by facsimile) before the start of the meeting (Section 86 (2)).

A Voter casts an electronic vote by completing and signing an electronic form of the voting paper; and sending the voting paper to the Secretary (Section 86 (3)) in accordance with:-

1. any requirements under the Electronic Transactions (Queensland) Act 2001 about how a document must be signed or sent electronically; and
2. the instructions accompanying the voting paper, to the extent the instructions are consistent with a requirement mention in the Electronic Transactions Act 2001.

It is important to understand that a written or electronic vote on a motion may be withdrawn by a voter at any time before the result of the motion is declared, except that an owner's written or electronic vote can not be withdrawn by a person voting as the proxy of the owner.

If you receive a Secret Voting Paper, there is a different different voting procedure. This voting paper will be separate from the statutory voting paper and will usually be on coloured or marked paper so that it may be easily identified. Accompanying the voting paper will be a Particulars Envelope, Returning Officer Envelope and instructions on how to vote on the motion/s.

A Secret Ballot Paper is used when the nominations received have exceeded the number of positions available. This voting paper will also be a separate attachment and will be accompanied by a Particulars Envelope and instructions on how to cast your vote. No Returning Officer is required, but the Committee may decide you appoint one if they feel it is necessary.

A Voter for a general meeting may vote on a motions decided by secret vote or secret ballot by casting a written vote as required under Section 90(2) or if the body corporate has by ordinary resolution decided that voters for general meetings may cast votes electronically for motions to be decided by secret vote/ballot.