Owners » Committee Information » Committee Meetings - FAQ\'s
Committee Meetings - FAQ's
What is a Committee?
How many Committee Members are appointed?
How are Committee Members appointed?
Is it necessary to attend all meetings?
How should I prepare for a meeting?
What is a quorum for a meeting?
How are Committee Members appointed after resignation?
What is the Code of Conduct for Committee Members?
Can an owner object to a Committee decision?
Can a member vote on a decision which affects them personally?
How are proxy forms used?
Who can use proxy forms?
How many proxy's can a Committee Member hold?
What is a Committee?
The committee is made up of members chosen by the owners to handle the day-to-day administration of the body corporate.
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How many Committee Members are appointed?
The minimum number of voting committee members is three (3), and the maximum number of candidates is seven (7). For bodies corporate with seven (7) or less lots, the maximum number of committee members is equal to the number of lots in the scheme, except for those schemes in the Small Schemes Module, where the committee consists only of a Secretary and Treasurer.
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How are Committee Members appointed?
The term of office for a committee member is for one (1) year and members are chosen at the Annual General Meeting.
Approximately 30 days prior to the end of the financial year, Capitol BCA will send a form requesting nominations for committee positions, for the ensuing financial year.
Note: When an owner is making a nomination both the owner and the person nominated must be financial at the time of the nomination and at the time of the meeting, otherwise the nomination must be ruled invalid by the chairperson at the meeting.
If there are no nominations for the executive positions (chairperson, secretary and treasurer) nominations must be invited from the floor.
Is it necessary to attend all meetings?
If a Committee members is unable to attend two (2) consecutive meetings (either in person or by proxy), without the committee approval for their absence, then that person is removed from the committee & their position is declared vacant.
Consequently, a voting member of the committee cannot be represented by proxy at more than two (2) meetings during each year.
How should I prepare for a Meeting?
Being a member of the body corporate committee can be a satisfying and rewarding experience. It is time and cost effective to hold efficient and effective committee meetings. The important parts of this process can be narrowed to 3 stages viz:
1. Planning
2. Preparation and
3. Attendance & Participation at the meeting.
Planning:
- Holding meetings at a convenient time and mutual location for those attending
- Start the meeting on time and set the finishing time
- Prior to the meeting read the agenda and all included documents, including maintenanceReports, quotes, specifications and recommendations
Preparation:
- Endeavour to have all matters to be considered included on the meeting agenda
- Obtain and submit the required number of quotes for maintenance work, along with specifications, recommendations and where possible pre-check contractor’s credentials or testimonials
Attendance & Participation:
- Come to the meeting prepared to discuss the items listed on the agenda or plus other important matters
- Bring the agenda & all other supporting documentation eg financial statements to the meeting
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What is a quorum for a Committee Meeting ?
For a committee meeting to make decisions binding on the Body Corporate, there must be a quorum of members present, either in person or by proxy.
A quorum is at least 50% of the voting members, eg for a committee of 5 there must be at least 3, & a committee of 6, there must be at least 3
How are Committee Members appointed after a resignation?
Should a committee member resign during the year (either because they have sold their unit, or for some other reason), the committee must appoint a replacement to hold office until the next Annual General Meeting. This can be done by majority resolution of the committee.
What is the Code of Conduct for Committee Members ?
The legislation sets out a code of conduct which all committee members must abide by when carrying out their duties on the committee. The Body Corporate ( not the committee), can terminate a member’s position for breaches of the code.
Can an owner object to a committee decision ?
Yes, in fact no committee decision can be enacted for 7 days following a meeting, & if a signed statement by at least 50% of the lot owners, is received by the committee within the 7 days objecting to a decision, then this decision is overturned.
(except for schemes in the Commercial Module, where no such right of appeal exists)
Can a member vote on an issue which affects them personally ?
No, under the conflict of interest provisions a member cannot vote an issue in which he is personally involved or with which they have an association, or a vested interest in the outcome
How are Proxy Forms used ?
For a proxy to be effective, the committee member or proxy holder must give the proxy to the secretary before the start of the committee meeting or by a time fixed by the body corporate or committee, prior to the meeting.
- A voting member of the committee may appoint another voting member of the committee to act as the member’s proxy at a committee meeting.
- A secretary or treasurer may appoint a proxy only with the approval of the committee.
- A non-voting member of the committee (body corporate manager or a resident unit manager) may not hold or vote by proxy.
- The body corporate may by special resolution restrict the use of proxies, or ban them altogether
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How many proxies can a committee member hold?
A voting member of the committee may only hold one (1) proxy and the proxy is only effective for one (1) committee meeting.
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