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Quorums

A quorum for a committee meeting is at least 50 per cent of the committee members. When there is no quorum at the meeting, the committee can make interim resolutions:

These do not take effect unless:

  • They are confirmed at the next committee meeting when a quorum is present, or
  • They are confirmed by a ballot of committee members, or
  • Other procedures set out in the rules about interim committee decisions are followed.

If the votes are equally split, the chairperson has a casting vote.

Procedures

A committee meeting may be called by the owners corporation, the committee, the chairperson of the committee, the secretary of the committee, the manager of the owners corporation or a delegate of the owners corporation.

The secretary must prepare the notice, which must:

  • Be sent out at least three days before the meeting or as determined by the owners corporation
  • Set out the time and place of the meeting
  • Include an agenda.

Committees can make decisions by a ballot or at meetings by a show of hands. Committee members have one vote each. A ballot cannot close before 14 days elapse from the notice of the ballot, but if a majority of the committee vote in favour of the motion before the closing date, it is deemed to have passed.

Minutes of committee meetings

The committee must keep minutes of every meeting. The minutes must include the date, time and place of the meeting, names of those present and all resolutions made by the committee.

At every annual general meeting the owners corporation should resolve that the committee keep minutes of all meetings and submit those minutes as part of the report at the annual general meeting.

Accurate minutes of committee meetings are necessary for each member of the committee to confirm the decisions made and that they acted in good faith and in accordance with the legislation and the owners corporation rules.

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