Meetings: Strata Title
In this section, we look at how to call a general meeting, procedures, and agenda items.
General meetings are an essential part of a successfully operating strata corporation. These meetings provide a forum for body corporate members to select their leaders, adopt and approve their budget, discuss and arrange for maintenance, make changes to their insurance, articles, handle items of special business involving unit improvements and changes, and address other matters related to the general welfare of the group.
If proper procedures are implemented and followed, meetings can deal with the most controversial subjects and still end with productive results.
Annual and Regular Meetings – all strata corporations are required to hold at least one regular membership meeting each year.
(1) A strata corporation may hold a meeting of its members (a “general meeting”) at any time.
(2) Such a meeting may be convened by-
(a) the secretary; or
(b) if the corporation has a management committee-any two members of the committee; or
(c) the unit holders of one-fifth or more of the total number of units; or
(d) in the case of the first such meeting-the original registered proprietor.
(3) A meeting is convened by giving written notice of the day, time and place of the meeting to all unit holders at least 14 days before the date of the meeting.
(3a) A person or group of persons proposing to convene a meeting of the members of a strata corporation should take reasonable steps to ensure that the proposed day, time and place are reasonably convenient to a majority of members of the Corporation.
(4) The corporation must hold at least one such meeting (the “annual general meeting”) in every calendar year and no more than 15 months after the last such meeting.
Annual Meeting: The primary purpose of this annual meeting is to fill the expiring terms of the officers and management committee members, review the common property insurance and maintenance, along with finances, and the budget and levy payments. Often the annual meeting presents the only periodic opportunity that individual members have to review the affairs of their association.
A well-planned annual meeting will maximize the opportunities to provide information to the members of the Corporation and to receive their input, suggestions and complaints.
Extraordinary General Meetings: From time to time, members of the Corporation, or its Officers, may find it necessary to hold an extraordinary general meeting. Generally, these meetings are limited in their scope and purpose, such as repainting of the group.
Management Committee Meeting: If the Strata Corporation has appointed a Management Committee then it may meet as it sees fit.
(1) Subject to subsection (1a), a strata corporation may, by resolution, appoint a management committee of unit holders.
(1a) Where all of the units comprised in the strata scheme consist of non-residential premises, the management committee may consist of, or include, persons who are not unit holders.
(4b) A decision supported by a majority of the members at a meeting of a management committee of which at least three days notice has been given to all members will be taken to be a decision of the committee.