A STRONG COMMITTEE MEETS WELL: A STRATA MANAGER’S GUIDE TO BETTER DECISIONS

As a strata manager, I’m often asked how committee decisions should be made and whether formal committee meetings are necessary — especially when everyone “seems to agree”.

One of the most common issues we see is committees trying to shortcut the process, often with good intentions, but inadvertently creating confusion, disputes or non-binding decisions.

Today I want to share why structured committee meetings matter, the role of your strata manager in that process, and how good governance builds owner confidence rather than conflict.

Why Formal Committee Meetings Matter

Bodies corporate make decisions about maintenance, budgets, contractors and compliance that affect every owner.

• formally through a committee meeting, or
• correctly through a vote outside committee meeting,

they are defensible, enforceable and transparent.

When they are not — even if everyone verbally agreed — committees can end up with decisions that are:

• challenged by owners.
• unrecorded or unclear.
• unenforceable.
• inconsistent with legislative requirements.

Formal meetings help protect you, your fellow committee members, owners and the scheme.

Notice to All Owners: Not Optional (Legislated)

A critical concept in governance — and one we stress in every scheme — is notice of committee meetings.

This is not a choice. It is not optional. It is not something “up to the manager”. It’s part of the committee’s obligations, which the manager is usually engaged to help administer.

Under the legislation, notice of committee meetings must be given to owners:

📌 Module-specific requirements:

• The legislation requires that owners are informed of meeting notices and agenda matters. Providing notice is part of making decisions that are transparent and valid.
• For details on meeting notice obligations, see the legislative requirements here: Meeting Notice Requirements (QLD).

Sending meeting notices is not a revenue-generating exercise for the strata manager. Far from it — it’s a duty we are typically engaged to perform on behalf of the committee. It supports:

• transparency.
• good communication.
• owner confidence.
• accountability.

Proper notice also prevents misunderstandings and reduces disputes later on.

If you’re curious about where this support fits into your management agreement, the Archers guide “Making the Administration Agreement Simple” explains the range of services strata managers typically provide — including secretarial, administrative, financial and compliance duties.

What Counts as a Committee Meeting?

A formal committee meeting generally includes:

• distribution of notice of meeting to owners.
• a clear agenda or motions.
• confirmation of quorum.
• discussion and voting on motions.
• properly recorded minutes.

Committee meetings can be held:

✔ In person — great for complex deliberations.
✔ Remotely (video or teleconference) — often easier for busy committees.

Remote meetings can be just as effective as in-person meetings when structured correctly and supported by the strata manager.

Committee Decisions Must Be Valid

Committees sometimes ask if they can make decisions outside a meeting.

✔ Yes — votes outside committee meetings are permitted when done correctly.

✘ No — informal emails, chats or social-gathering conversations do not constitute valid decisions.

For clarity on what makes a decision valid, see our detailed guidance on valid committee decisions — including expectations for notice, motions, quorum and recording outcomes.

Quorum: A Key Ingredient

Quorum is essential. It means:

• enough members are present to make decisions that represent the committee and owners.
• the meeting outcome is legitimate and defensible.

Meeting without quorum risks decisions being challenged or invalidated later.

Quorum requirements are legislated — here’s a reference for your scheme’s applicable module: Quorum Requirements (QLD).

Your strata manager will help confirm quorum and record it correctly in the minutes.

Why Committees Should Meet with Their Strata Manager

Some committees think that meeting without their strata manager is quicker, or that they can “just catch up and make decisions”.

In reality, the committees that benefit most are the ones that:

✔ involve their strata manager in formal meetings.
✔ use professional guidance in framing motions and recording outcomes.
✔ let the manager support procedural obligations (notice, quorum, minutes).
✔ communicate clearly and transparently with owners.

A strata manager brings:

• governance expertise.
• a structured process.
• legislative context.
• record keeping support.
• clarity on committee authority.

This means fewer challenges and greater confidence that decisions are enforceable.

Meetings Are Often Included in Your Management Agreement

One of the realities committees sometimes overlook is that meeting support is often already part of your strata management agreement.

When a strata manager is engaged, meeting support commonly includes:

• at least one budget committee meeting per year.
• assistance with all required notices, minutes and compliance documentation.
• additional meetings as needed for the scheme.

This isn’t adding extra cost — it’s using the professional services you already pay for to strengthen your governance and decision-making.

Arc­­hers’ guide “Making the Administration Agreement Simple” explains where these duties fit within the broader scope of services.

The Real Benefit: Confidence and Harmony

Regular committee meetings supported by your strata manager do more than meet compliance:

• they build committee confidence.
• they keep owners informed.
• they reduce rumours and misinformation.
• they strengthen relationships.
• they reduce disputes before they begin.

When everyone understands the process and sees that decisions are made properly, trust grows. That’s good governance and good community.

Quick Committee Checklist

Use this checklist to help ensure your committee decisions are valid and reduce disputes:

☐ Have we issued notice of committee meeting to all owners? (This is a duty, not optional.)

☐ Are we making this decision at a formal committee meeting or by a proper vote outside meeting?

☐ Has quorum been confirmed and recorded?

☐ Is the motion clear and within committee authority?

☐ Has the strata manager been involved for guidance?

☐ Have minutes been taken, recorded and distributed?

If unsure, see the Smart Strata guide on valid committee decisions.

Further Reading and Resources

• Why body corporate meetings don’t belong at the BBQ area — risks of informal “meetings”
• Valid committee decisions — how to ensure your decisions are compliant and binding
• Making the Administration Agreement Simple — a guide to the duties strata managers typically perform

Article Contributed by Nicky Lonergan, CEO at Archers the Strata Professionals.