What should we prepare for our first meeting on Flex Strata?
Quick answer
Bring in your agenda items, invite everyone who needs to attend or receive a proxy, and use the meeting tools to record motions as you go so minutes are largely drafted by the time the meeting ends.
Key takeaways
- Check quorum and proxy rules for your state before the meeting, not during it
- Recording motions live means minutes are largely finished by meeting's end
- Turn resulting actions into tracked items immediately, with an owner and due date
Running your first meeting through a new system is a good forcing function for tidying up how you've been doing things — most committees discover their old process had gaps once they try to formalise it.
Before the meeting
- Confirm quorum requirements for your scheme and check who's attending or sending a proxy
- Build the agenda from any open action items, maintenance decisions and compliance items due
- Send the agenda and any supporting documents (quotes, reports) ahead of time
- Note which motions need an ordinary, special or unanimous resolution
During the meeting
Record motions as they're moved, seconded and voted, capturing proxies against the right names. Doing this live, rather than reconstructing it from someone's notebook afterwards, is the single biggest time-saver committees report — minutes end up close to finished by the time the meeting closes rather than being a follow-up task competing with everyone's day job.
After the meeting
- Finalise and distribute the minutes promptly — owners are entitled to timely records, and delays erode trust
- Turn any resulting actions into tracked items with an owner and a due date so they don't fall through the same cracks that group chats create
- If a decision needs to happen before the next meeting, that's what a ballot is for rather than an unminuted phone poll
A note on proxies
Most state strata legislation limits how many proxy votes a single person can hold at one meeting, and requires proxies to be in a particular form. Check your state's rules before the meeting rather than at the door — a proxy rejected on the day can throw out a vote you were relying on.
Draft as you go
Record each motion, mover, seconder and vote result the moment it happens rather than reconstructing it afterwards.
Want this handled for your building? See what Flex Strata costs or ask us directly.