If your strata manager attends your executive committee meetings then they should be a good guide of how to run them. You will need;
- an agenda,
- a quorum
- a chair to raise the agenda items and ask for a vote if appropriate, and
- minutes to be written.
|Note that executive committees often buy a take-away meal for the members while they meet and charge it to the scheme - something reasonable given that the positions are voluntary. This is something that should be clearly disclosed at the annual general meeting.|
There are many ways that these aspects can be accomplished - from extremely formal and prescribed to very informal and flexible. Some examples of this discretion include:
- Just because one executive committee does not let owners sit at the discussion table during executive committee meetings does not mean another executive committee can’t.
- Just because one executive committee sends out an agenda with the detailed, specific resolutions to be voted on does not mean another executive committee has to.
- Just because one executive committee invites the building manager to attend the whole meeting does not mean another executive committee has to.
- Just because one executive committee meeting takes a formal vote for each and every resolution and records the names and vote of each member does not mean you have to.
This is ‘your’ building and as long as you meet the requirements of the relevant act you can run executive committee meetings pretty much how you want.
The quorum for an executive committee meeting is at least half of the members. A sensible option to avoid quorum issues is to appoint ‘alternatives’ for each committee member at the first or second executive meeting. (see SSMA Schedule 3, Part 1, 3: Acting members of the executive committee). This person can be an existing member of the executive committee or anyone else nominated by that executive member. However, the nomination must be accepted by the other members. Once accepted the nominated alternative will be valid for subsequent meetings where the nominee can count as part of the quorum. This is a useful tool for avoiding having meetings adjourned for lack of a quorum.
An important note is the all committee members are equal in their vote. The chair does not get a deciding vote.
NSW Office of Fair Trading's executive committee of the owners corporation fact sheet
Relevant NSW Legislation: Strata Schemes Management Act (1996)
Schedule 3, Part 2, 6 Notice of executive committee meetings
Schedule 3, Part 2, 9: Quorum for executive committee meetings
Schedule 3, Part 2, 8 Chairperson to preside at meetings
Schedule 3, Part 2, 12 Records and minutes to be kept
Pages 22 and 23 of the ‘Strata living’ booklet [July 2011, FT045, NSW Office of Fair Trading] provide an overview of the protocols of executive committee meetings.