Meetings: Notice of Community Title Meeting

meeting notice agenda

In this section we look at the notice, agenda & proxy forms required to call a meeting.

The Strata Titles Act spells out the requirements necessary for calling a general meeting.

Legislation

81—Convening of general meetings

(1) A general meeting (other than the first general meeting) may be convened:

(a) by the presiding officer, treasurer or secretary of the corporation; or

(b) by any two members of the management committee of the corporation; or

(c) by a member or members of the corporation—

(i) the value of whose lot entitlement or combined lot entitlements is 20 per cent or more of the aggregate value of all the lot entitlements; or
(ii) who holds, or who together hold, 20 per cent or more of the total number of community lots in the scheme; or

(d) on the order of a Magistrates court.

(2) A meeting (including the first general meeting) is convened by giving written notice of the day, time and place of the meeting to all members of the corporation at least 14 days before the date of the meeting.

(3) The day, time and place of the meeting must be reasonably convenient to a majority of the members of the corporation


Calling a general meeting of your Community Corporation requires compliance with the legislation along with some administrative tasks. The following checklist may assist in this regard.

Checklist

MEETING NOTICE CHECKLIST (calling a general meeting)

Has an officer, or two (2) committee members, or one fifth (1/5th) of the lot owners called the meeting. This is required by Section 81() of the Strata Titles Act? Please note that Body Corporate Managers are not exempt from these requirements.

Does the meeting time, date and place suit the majority of owners?

Will the notice give at least fourteen (14) days notice to owners?

Has an agenda and proxy form been finalised? (see tools at the bottom of the page for examples)

If this is an AGM, last years financial statement must be attached to the agenda.

Are there any reports to attach, such as those from the presiding officer, treasurer, engineer?

Are there any quotes to attach, such as painting, structural works or roof repairs?

Before posting the meeting notice, and any attached documents, a copy should be made and filed in the Corporation's records.


Legislation

Section 82 of the Act spells out special requirements when calling an AGM.

82—Annual general meeting

(1) The annual general meeting of a primary community corporation must be held within three months after the commencement of each financial year.

(2) The annual general meeting of a secondary or tertiary community corporation must be held within one month after the annual general meeting of the primary or secondary corporation of which it is a member

(4) The notice convening a general meeting must set out the agenda for the meeting.

(5) The agenda must include—

(a) the text of any unanimous or special resolutions to be moved at the meeting; and
(b) a motion confirming the minutes of the previous general meeting; and
(c) in the case of the first general meeting—the matters required to be dealt with
by section 80(2); and
(d) in the case of an annual general meeting—

(i) presentation of the accounts for the previous financial year; and
(ii) in the case of a corporation that is required to have its annual statement of accounts audited—the appointment of an auditor of the accounts for the current financial year; and
(iii) contributions to be paid by members for the current financial year; and
(iv) such other matters as are required by regulation.


Hint

Include a covering letter with the meeting notice and agenda. This will explain the reason for the meeting and encourage owners to attend or lodge a proxy. This can help in obtaining a quorum. Owners can use the proxy form to lodge an absentee vote.


Tools

The following may be of assistance:

Sample Meeting Notice, Agenda & Proxy

agenda
Click on picture for editable version

Meeting Hints Sheet

meeting hints
Click on picture for editable version

Meeting procedure & Hints Sheetmeeting hints roles
Click on picture for editable version

forumcommunicators.asn.au


Link to next step - Meeting Preparation & Opening