What you need to know about running successful committee meetings

Introduction

Being a member of a  committee can be very rewarding. Committee members are the body corporate’s elected representatives. Members are elected for the financial year and their role is to ensure their body corporate runs efficiently during that time. Committees may hold regular committee meetings to discuss and make decisions about their property. It’s important to know how to run committee meetings effectively so the legal requirements are met.

If you’re a committee member, we’ve answered some common questions to help you understand your role and responsibilities so future meetings are a success.

Why do committees need to meet?

Committees may meet regularly to make decisions about their property and to ensure their body corporate operates smoothly. Meetings are a chance for the committee to discuss a range of topics including ongoing maintenance, quotes, pet applications and/or by-law breaches.

How often do committees need to meet?

Meeting frequency depends on the group’s needs. Some may have a meeting schedule outlined in their by-laws. Others will meet on an ‘as needs’ basis. Typically, committees meet on a monthly or quarterly basis and maintain day-to-day communication via email or communication apps.

Who can attend an annual general committee meeting?

All elected committee members are encouraged to attend and participate at formal meetings. The Body Corporate Manager and other contracted service providers may also attend to provide more information and subject advice if required. For example, the Body Corporate Manager may summarise the financial position of a complex while the Caretaker may discuss recent maintenance projects.

Who can vote at a committee meeting?

Any committee member who is present at the meeting, or represented by proxy, is eligible to vote. However, legislation varies across states and territories, and members with outstanding contributions may be ineligible to vote at the meeting. Please check with your body corporate manager for clarification. Members are requested not to cast any votes in cases where a personal or professional conflict of interest may exist.

See our related blog: Common questions about annual general  meetings

Conclusion

Regular and transparent communication is key to running successful body corporate committee meetings. Your Whittles Body Corporate Manager can provide meeting planning support so your committee fulfills its legal responsibilities in your state or territory.

Questions? Contact your local Whittles branch if you’d like to know more about running effective committee meetings.

Follow Whittles Body Corporate Management on LinkedIn and Facebook for more body corporate news and updates. You can also visit our Resources page for handy body corporate management tips.

Updated: 9 Aug 2024