How do ballots work between meetings?

Not every decision can or should wait for the next scheduled meeting, and calling a full EGM for every time-sensitive matter isn't always proportionate. Ballots fill that gap.

When a ballot suits the decision

Ballots work well for matters that need owner-level input reasonably quickly — accepting a particular contractor's quote where the committee wants owner sign-off, or a decision that arose after the AGM and can't sensibly wait a year. They're not a substitute for matters that legally require a properly convened meeting with quorum and specific notice periods — check what your state's legislation and your scheme's by-laws require before relying on a ballot for something that needs a formal resolution.

How the process works on Flex Strata

• The committee creates the ballot, setting the question and who's eligible to vote
• A secure voting link is sent to eligible owners
• Owners cast their vote directly from the link, without creating a portal account
• Results build in real time, visible to the committee as votes come in
• The full record — who voted, when and how — is retained for the minutes and for any later question about the outcome's validity

What to check before relying on a ballot outcome

Confirm that the matter is actually one your scheme's rules and state legislation allow to be decided this way, rather than requiring a meeting. If in doubt, a short question to your strata manager or a lawyer before running the ballot avoids finding out afterward that the resolution isn't valid.

After the ballot

Record the outcome in the minutes of the next meeting, and turn any resulting action into a tracked item with an owner and due date, the same as any other committee decision.