How to Run a Strata Committee Meeting

Committee meetings vs the AGM

The Annual General Meeting is for the whole ownership; committee meetings are where the elected committee handles the ongoing running of the scheme — maintenance decisions, contractor approvals, correspondence, and anything else within the committee's authority. They happen more often, usually have a smaller quorum, and don't need the same lengthy notice period, but they still need to be run properly and documented. Notice periods and quorum rules for committee meetings vary by state, so check your own legislation rather than assuming AGM rules apply.

1. Decide the meeting is needed and who calls it

Most schemes allow the secretary, chairperson, or a set number of committee members to call a meeting. Some routine meetings are scheduled well in advance (quarterly, say); others are called to deal with something specific, like an urgent repair or a contractor decision. Either way, be clear on who has the authority to call the meeting under your by-laws or legislation.

2. Send notice and an agenda

Even though the notice period is usually shorter than for an AGM, committee members still need enough time to read papers and prepare. A good notice includes:

• Date, time and format (in person, video call, or a mix)
• A clear agenda, item by item
• Any documents needed for a decision — quotes, correspondence, draft motions
• Anything carried over from the last meeting's action items

3. Confirm quorum before starting business

Quorum for committee meetings is usually a portion of the committee, not the whole ownership, but the exact number depends on your state's rules and how many positions are filled. If quorum isn't met, most schemes have a process for adjourning or deferring business — check this before you assume the meeting can proceed informally.

4. Work through the agenda in order

Keep to the agenda rather than letting the discussion drift. For each item:

• State clearly what is being discussed and what decision (if any) is needed
• Let members raise questions or concerns before moving to a vote
• Record the outcome as a motion — proposed, seconded (if your rules require it), and the result

Declarations of interest

If a committee member has a personal or financial interest in an item — for example, a contractor quote from a family member — that needs to be declared and, in many states, the member must not vote on it. Confirm your state's requirements and record the declaration in the minutes regardless.

5. Record decisions as motions, not just notes

A motion should capture exactly what was agreed, not a summary of the conversation. "Moved that the committee approve the quote from ABC Plumbing for $X to repair the stormwater drain" is a decision that can be acted on later; "discussed the drain issue" is not. Vague minutes are one of the most common sources of later disputes about what the committee actually agreed to.

6. Assign action items to named people

Every decision that requires follow-up should become an action item with an owner and a due date — not a general intention that "someone" will organise it. Common action items include getting a second quote, notifying an owner of a decision, or booking a contractor. Carry incomplete action items forward to the next meeting's agenda so nothing quietly drops off.

7. Close the meeting and draft minutes promptly

Write the minutes while the meeting is still fresh, rather than days later from memory. Minutes should record who attended, each motion and its result, declared interests, and action items with owners and due dates. Circulate a draft for review, then finalise and store it where the whole committee — and future committees — can find it.

Common mistakes to avoid

• Discussing and deciding items that weren't on the agenda, without giving members a chance to prepare
• Not checking quorum, especially for smaller committees where one absence changes the outcome
• Minutes that describe the discussion but not the actual motion and result
• Action items with no owner or due date, so nothing happens until the next meeting
• Losing track of interests that should have been declared

How Flex Strata helps

Flex Strata lets you build a committee meeting agenda from a template, attach the documents members need to read in advance, and record motions and their results as you go rather than reconstructing them afterwards. Action items created during the meeting stay visible on a shared list until they're marked done, and every past meeting's minutes are searchable so a new committee member can see how a decision was reached.

After the meeting

Distribute the minutes to the full committee (and to owners if your rules or practice require it), update the compliance register with any new due dates the meeting created, and check that outstanding action items are chased before the next meeting rather than being rediscovered on the agenda months later.