Everything You Need to Know About being a Committee Member

The Role of a Strata Committee

Serving on a strata committee is an essential role that contributes to the smooth management and future value of a property. While it’s a voluntary position, it requires dedication, collaboration, and a focus on ensuring the property runs efficiently for all owners and residents.

A well-structured strata committee works in partnership with a professional strata manager to streamline responsibilities and ensure that financial, administrative, and maintenance duties are handled effectively. If you’re new to a strata committee or considering joining one, this guide will walk you through the key responsibilities, roles, and best practices to help you navigate committee operations successfully.

 

What is a Strata Committee?

A strata committee represents the collective interests of owners within a strata scheme, making important decisions regarding property management and day-to-day operations. While professional strata managers provide expertise and oversight, committee members play an active role in decision-making.

Core responsibilities of a strata committee include:

• Overseeing the maintenance and management of common property.
• Ensuring strata levies are collected and financial obligations are met.
• Managing budgets, invoices, and financial statements.
• Coordinating meetings, including AGMs and extraordinary general meetings (EGMs).
• Ensuring compliance with state legislation and record-keeping.
• Handling disputes between owners and residents.
• Updating and enforcing by-laws and building regulations.

Committees that work closely with professional strata managers can distribute workloads effectively, ensuring smooth operations and fair decision-making.

 

Who Can Serve on a Strata Committee?

Strata committees are made up of owners who volunteer or are elected to represent their fellow lot owners. The number of committee members varies depending on the size of the property and state regulations:

• Queensland: Committees must have between three and seven members.
• New South Wales: Committees can have one to nine members, with properties over 100 lots requiring a minimum of three members.

 

Legal Responsibilities of Committee Members:

• Act in good faith and in the best interests of the strata community.
• Exercise due care, diligence, and fairness in all decision-making.
• Avoid conflicts of interest and act transparently.

 

Key Roles Within a Strata Committee

A strata committee typically consists of the following office bearers:

• Chairperson: Leads meetings, ensures adherence to legislation, and facilitates decision-making.
• Treasurer: Manages financial records, processes invoices, and ensures financial compliance.
• Secretary: Oversees administrative duties, records minutes, and manages meeting notifications.

 

Managing Committee Meetings

There are three main types of strata meetings, each serving a different purpose:

 

1. Strata Committee Meetings

Held regularly to manage the day-to-day operations of the property. 

Responsibilities include:

• Scheduling meetings and setting an agenda.
• Ensuring meeting procedures are followed.
• Documenting minutes and distributing them within seven days.

 

2. Extraordinary General Meetings (EGMs)

Called to discuss urgent matters requiring approval before the next AGM. 

Procedure:

• Committee determines the agenda and issues a meeting notice.
• Members vote on motions (via open or secret ballot, depending on the issue).
• Meeting minutes are recorded and distributed to all owners.

 

3. Annual General Meetings (AGMs)

AGMs are required by law and provide a formal platform to review financials and make key decisions. 

Topics covered:

• Financial statements and budget approval.
• Election of committee members.
• Review and renewal of insurance policies.
• Major maintenance and upgrade plans.
• Appointment or reappointment of the strata manager.

 

Strata Voting & Resolutions

Committee decisions are made through structured voting processes:

• Ordinary Resolutions: A simple majority vote determines the outcome.
• Special Resolutions: Requires at least 75% approval, often used for levy changes or common property alterations.
• Unanimous Resolutions: Requires 100% approval, typically for significant matters like property sales or boundary changes.

Voting can be conducted:

• In person (via ballot or show of hands)
• In writing (by submitting a voting paper before the meeting)
• Electronically (via teleconference or online voting tools)

 

Best Practices for Running a Strata Meeting

To ensure efficient meetings, committee members should:

• Start on Time: Respect attendees’ schedules.
• Stick to the Agenda: Keep discussions focused.
• Be Prepared: Review documents in advance.
• Encourage Constructive Dialogue: Foster collaboration and professionalism.
• Ensure Transparency: Record and distribute meeting minutes promptly.

 

Need Expert Strata Management Support?

At TCM Strata, we specialise in proactive strata management, ensuring that your committee operates smoothly and effectively. Whether you need assistance with financial planning, dispute resolution, or compliance management, our team is here to support you.

If your committee needs professional guidance, contact us today to learn how we can enhance the management of your strata property.