Body Corporate Meeting Minutes Template
v2.2
Purpose. The template strata managers use to record committee meetings and general meetings so that motions, votes and resolutions are recorded in the form the strata legislation requires.
1.About this template
Minutes are the legal record of what a body corporate decided. They must be prepared for every general meeting and committee meeting, sent to owners within the period the legislation sets and kept in the scheme records. Use this template so that every set of minutes has the same structure.
2.Opening the meeting
Record the scheme name and number, the meeting type, the date, time and place, the chairperson, the people present in person, by proxy and by voting paper, and whether a quorum was present. If a quorum was not present, record the adjournment or the reduced quorum provisions used.
3.Recording motions
Record each motion exactly as it appeared on the agenda, any amendment, the mover where required, the type of resolution needed and the votes for, against and abstaining. Record whether the motion passed or failed. For a secret ballot record only the result.
- Motion wording as noticed
- Resolution type: ordinary, special, majority or without dissent
- Votes for, against, abstaining
- Result: carried or lost
- Any owner who asked to have a vote recorded
4.Financial matters
For the annual general meeting, record the adoption of the financial statements, the administrative and sinking fund budgets, the levies set and their due dates, the insurance held and the appointment of the auditor or the resolution not to audit where permitted.
5.Closing and distribution
Record the time the meeting closed. The minutes must be issued to all owners within the statutory period and filed in the scheme records with the notice, the proxies and the voting papers.