Strata Meeting Minutes
Strata Meeting Minutes are the official legal record of decisions made by an Owners Corporation or Committee. They are required under state legislation like the Strata Schemes Management Act 2015 (NSW) to prove financial approvals and maintenance resolutions.
An official record of discussions and decisions made during a strata committee or owners corporation meeting in Australia.
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About this Document
Strata meeting minutes are the official legal record of what happens during a meeting of the owners corporation or strata committee. In Australia, these documents are essential because they prove that the committee followed the rules set out in state based legislation such as the Strata Schemes Management Act 2015 in New South Wales or the Body Corporate and Community Management Act 1997 in Queensland. When you run a trade business or work as a contractor in the strata sector, you will often rely on these minutes to confirm what work was approved, who authorised the payment, and what the owners agreed to do regarding maintenance and repairs. This guide explains how to create these documents correctly and why they matter for your legal protection. Strata laws vary by state and territory. In New South Wales the Strata Schemes Management Act 2015 sets strict rules about keeping minutes. In Victoria the Owners Corporations Act 2006 applies. In Queensland the Body Corporate and Community Management Act 1997 and its Regulation Modules apply. Western Australia uses the Strata Titles Act 1985. South Australia uses the Strata Titles Act 1988. Despite the different names for the laws, the principles are similar across the country. The minutes must record the time and date of the meeting, the venue, who attended, and who sent apologies. They must list the motions that were discussed. A motion is a formal proposal put to a vote. For a motion to pass it usually needs a majority vote. The minutes must record exactly how many people voted for the motion, how many voted against it, and how many abstained. They must state whether the motion was carried or lost. This is vital for tradespeople because if you start work based on a verbal approval, you put yourself at risk. If the committee did not formally pass a motion, the owners corporation might refuse to pay your invoice. You need the minutes to show that the decision was valid. The meeting minutes also serve as a notice board for decisions. Once the minutes are confirmed, they act as evidence of the decisions of the owners corporation. This is important under Australian consumer law and contract law. If a dispute arises about whether a plumbing repair or a roofing job was authorised, the minutes are the primary evidence. They protect the strata committee members too. It shows they acted in good faith and followed proper process. If they make a decision without recording it properly in minutes, they can be personally liable for any financial loss. You must draft the minutes in clear and plain English. You should avoid emotional language or personal opinions. The minutes should focus on facts and decisions, not arguments. If a discussion becomes heated, you simply record the outcome of the vote on the specific issue. You do not write a transcript of what everyone said. That takes too long and can create legal problems. There are strict time limits for preparing and distributing minutes. Most states require the strata committee to draft the minutes within a specific timeframe, often seven days after the meeting. They must then send a copy to all lot owners and the strata managing agent. If your business is on site doing work, you have the right to request a copy of the relevant minutes. The strata manager must provide them. You can use them to check that the scope of work matches the approval. For example, if you are a painter and the approval says paint the common hallway, you need to make sure the minutes do not limit the work to a single wall. If the minutes are vague, you should ask for a clarification or a special resolution before you proceed. This prevents disputes later. The Workplace Health and Safety Act 2011 imposes duties on persons conducting a business or undertaking. Strata committees have a duty to ensure the safety of workers. The minutes should record any safety resolutions made. For instance, if the committee agrees to install safety railings before a plumber starts work on a hot water system, that decision must be in the minutes. If an injury occurs on site, Safe Work Australia or the state WHS regulator will ask to see the meeting minutes. They will check if the committee identified the risk and took steps to control it. If the minutes show no discussion of safety, the owners corporation could face prosecution. This creates a flow on risk for contractors. You should ensure the safety aspects of your job are noted in the minutes. The Australian Taxation Office also has an interest in accurate minutes. Strata schemes manage money on behalf of owners. They collect levies and pay for repairs. The minutes are part of the financial records. They support the tax deductions claimed by the owners corporation and the individual lot owners. If the ATO audits the scheme, they will look at the minutes to verify that large expenses were authorised. If you are a tradesperson invoicing a strata scheme, you should keep a copy of the minutes that approved your quote. Attach it to your job file. This helps if the invoice is queried months later. It proves that the expenditure was legitimate. ASIC rules apply if the strata scheme is a non-profit company, which is rare but happens in large developments. Usually, the scheme is not a registered company, so standard corporation law does not apply. However, the principles of good governance from ASIC are still best practice. This includes declaring conflicts of interest. If a committee member owns a painting business and the committee votes to hire that painter, the minutes must record the conflict and the fact that the member did not vote on that item. Failing to record this is a breach of duty in most states. Common mistakes in writing minutes include being too vague. Writing that the committee discussed the garden renovation is not enough. You must write that the committee approved a quote from ABC Landscaping for $5000 to replace the reticulation. Another mistake is recording the wrong type of resolution. Some decisions require a special resolution. This usually means 75 per cent of voters must agree. Examples include changing the bylaws or spending large amounts of money above a certain limit. The minutes must state clearly if a motion was passed as an ordinary resolution or a special resolution. If you get this wrong, the decision is invalid. The work you did might be considered unauthorised. For tradespeople and small business owners, understanding these documents is a key skill. It helps you get paid. It helps you manage your risk. It helps you build trust with the strata managers. When you submit a quote, you should ask the strata manager to ensure the minutes record your quote number and the exact scope of work. When you finish the job, you should check that the minutes record the satisfactory completion of the work. This closes the loop. It prevents the committee from claiming the work was not done to standard. In Western Australia, the Strata Titles Act 1985 requires the strata company to keep minutes for at least seven years. In New South Wales, the records must be kept for at least seven years as well. This is a long time. The document must be durable. Many schemes now use cloud based storage, but paper copies are still common. If you are dealing with an older scheme, you might find minutes in bound books. This can make finding specific approvals hard. However, you have the right to inspect the records. You can attend the strata committee meetings as a contractor if the chairperson invites you. This is common for complex projects like building defects rectification or lift upgrades. If you attend, you may speak but you usually cannot vote. The minutes will record that you were in attendance and gave a presentation. This formalises your role in the project. To complete the minutes accurately, start with the basic details. Write the name of the scheme and the strata plan number. This is the legal identifier. Write the date and time. Write the location. List the people present. Use their full names and lot numbers if they are owners. List the strata manager if they are present. List any guests like yourself. Then move to the business part of the meeting. Confirm the minutes of the previous meeting. This is a standard agenda item. If there are no corrections, they are confirmed as a true record. Then go through the correspondence. This includes your invoice and your quote. The minutes should note that the correspondence was received. Then list the motions. This is the most critical part. Each motion needs a number or a clear heading. Write exactly what the motion proposes. Record the mover and the seconder. Record the voting result. This transparency prevents fraud. It stops someone from claiming a job was approved when it was not. Financial statements are often presented at meetings. The minutes should record that the financial report was received and noted. This does not necessarily mean it was approved as accurate, but that the committee has seen it. For large projects, the committee might agree to pay progress claims. The minutes must record each approval. If you are a builder working on a project over several months, you need each payment approval recorded in separate minutes for different meetings. This keeps the cash flow moving. It protects you from the scheme running out of money before the final payment is due. The process for correcting minutes is also important. If an error is found later, the committee can pass a motion to amend the minutes at the next meeting. The original minutes should not be deleted or white out. Instead, the correction is noted in the subsequent minutes. This maintains the integrity of the record. Digital signatures are becoming more common. A strata manager can sign and distribute minutes via email. This is legally acceptable in most jurisdictions now. The Electronic Transactions Act 1999 allows for electronic records if the parties consent. Most strata schemes have consented to this by using email for communication. In summary, strata meeting minutes are not just administrative paperwork. They are a fundamental legal instrument in Australian property management. They dictate the authority to spend money. They enforce safety duties. They resolve disputes. For anyone running a trade business or working as a professional in the building industry, knowing how to read and use these minutes is essential. It ensures you get paid, you stay safe, and you comply with the law. Always reference the specific act for your state when in doubt. When in doubt, ask the strata manager for the specific section of the act that relates to the decision being made. This shows you are a professional who understands the regulatory environment.
Key Facts
- Minutes must be drafted within a specific timeframe, usually 7 days, depending on state legislation.— Strata Schemes Management Act 2015 (NSW)
- Decisions on spending over financial limits must be recorded as a resolution, often requiring a special majority.— Body Corporate and Community Management Act 1997 (QLD)
- Strata committees must keep minutes for at least 7 years to satisfy legal and audit requirements.— Strata Titles Act 1985 (WA)
- Minutes are evidence of due diligence for WHS obligations under the Work Health and Safety Act 2011.— Work Health and Safety Act 2011 (Cth)
- Conflict of interest declarations must be recorded in the minutes to ensure the validity of the decision.— Owners Corporations Act 2006 (VIC)
Sources
Required Sections
Meeting Details
Basic administrative information about the meeting.
Meeting Details
Date of Meeting: [Insert Date] Time of Meeting: [Insert Time, e.g., 6:30 PM AEST] Location of Meeting: [Insert Address or Video Conference Link] Type of Meeting: [e.g., Annual General Meeting, Extraordinary General Meeting, or Committee Meeting] Strata Plan Number: [Insert SP Number, e.g., SP12345]
Strata Committee Details Chairperson: [Insert Full Name] Secretary: [Insert Full Name]
Authority and Legislation Reference
This meeting is conducted under the authority of the Strata Schemes Management Act 2015 (NSW) or corresponding state legislation such as the Body Corporate and Community Management Act 1997 (QLC). The proceedings detailed in these minutes adhere strictly to the requirements set out in the relevant state Regulations regarding the recording of motions and voting outcomes.
For strata managers, committee members, and tradespeople reviewing these records, it is essential to verify that the quorum requirements established by the Act were met before any business was conducted. The specific Strata Plan number listed above must be referenced on all invoices, quotes, and works orders related to resolutions passed in this meeting. This ensures that any work approved by the owners corporation is legally valid and falls under the correct insurance policy.
Accurate Record Keeping for Trades and Business Owners
If you are a tradesperson or small business owner engaging with the strata scheme, the details in this section confirm the official capacity of the meeting. Financial approvals for maintenance or repairs are binding only when passed at a duly convened meeting where the Chairperson and Secretary are identified. Any work carried out based on these resolutions should cite the Strata Plan number and the date of the meeting in your documentation.
Under Australian Consumer Law and specific strata regulations, contractors must ensure they are acting on instructions from a duly appointed representative. The Chairperson listed herein acted as the presiding officer responsible for confirming that procedural fairness was observed during the debate and voting process. The Secretary is responsible for the accurate distribution of these minutes. Discrepancies in the meeting details, such as time or location, can affect the validity of decisions made. Therefore, tradespeople should retain a copy of these minutes with the specific Strata Plan number to validate that the approved works fall within the scope of the owners corporation's authority.
Attendance and Apologies
Record of who was present and who was absent.
Attendance and Apologies
Committee Members Present List the full names of all committee members in attendance. The Strata Schemes Management Act 2015 (NSW) (or relevant state legislation such as the Body Corporate and Community Management Act 1997 (QLD)) requires a quorum to conduct official business. For an executive committee meeting, this usually means at least half the elected members must be present. Record who is in the room to prove the meeting was valid. Include their position, such as Secretary, Treasurer, or Chairperson, if relevant.
- [Name] - Chairperson
- [Name] - Secretary
- [Name] - Treasurer
- [Name] - Ordinary Member
Owners Present Record the names of lot owners who attended but are not on the committee. Distinguish between owners who attended in person and those who attended via phone or video conference. Some schemes allow owners to participate electronically under specific by-laws. If a representative for a business owner attended, list the business name and the representative's name. This section is vital for transparency. It shows who witnessed the decisions made.
- [Name], Lot [Number]
- [Name], Lot [Number]
Proxies Held A proxy allows a lot owner to give another person the authority to vote on their behalf. You must record the name of the proxy holder and the name of the owner who gave them the right to vote. Under section 25 of the Strata Schemes Management Act 2015, a person must not hold more than one proxy for a particular meeting unless they are acting for a co-owner. Ensure the proxy form was signed and submitted before the meeting started. Without this record, any vote cast by the proxy holder may be invalid and open to legal challenge.
- [Name of Proxy Holder] holding proxy for [Name of Owner], Lot [Number]
- [Name of Proxy Holder] holding proxy for [Name of Owner], Lot [Number]
Apologies List the names of committee members or owners who sent apologies. This helps track who was invited but absent. It is also a useful record for calculating voting entitlements and potential conflicts of interest. If a committee member sends an apology, note if they provided a reason. While not always required, it is good practice to keep a record of communication regarding attendance for the official records of the Owners Corporation.
- Apologies received from [Name], Lot [Number]
- Apologies received from [Name], Lot [Number]
Motions and Resolutions
The core decisions made during the meeting.
Motion and Resolution Record Template
Motion Number: [Insert Number] Moved by: [Full Name of Proposer] Seconded by: [Full Name of Seconder] Resolution Text: "That the Owners Corporation [insert specific action, e.g., approve the engagement of ABC Plumbing to replace the hot water system in accordance with the attached quote for the sum of $5,500 including GST]."
Voting Record:
- For: [Number]
- Against: [Number]
- Abstentions: [Number]
Outcome: [CARRIED / LOST]
Notes:
- Any conflict of interest must be declared here.
- Details of any poll vote must be recorded in the minutes.
Practical Guide for Australian Tradespeople and Small Business Owners
Accurate minutes are critical for enforcing payment terms and defending your work. When you perform work for a strata scheme, your contract is usually with the Owners Corporation, not an individual resident. The Owners Corporation is a legal entity created under state law. To prove the entity agreed to pay you, the resolution must be recorded correctly in the minutes.
In New South Wales, the Strata Schemes Management Act 2015 sets strict rules for decisions. For general expenses, a simple majority vote at a properly convened meeting is sufficient. However, if your quote exceeds the spending limit set by the strata committee, they often need a special resolution at a general meeting. If the committee votes on your quote without the authority to do so, the Owners Corporation can refuse to pay you. You must check the strata plan and the committee's spending limits before starting work. Similar rules apply in Victoria under the Owners Corporations Act 2006 and in Queensland under the Body Corporate and Community Management Act 1997.
Always ask for a copy of the minutes confirming your motion before you order materials or begin the job. The minutes serve as the official legal record of the decision. Ensure your quote or scope of works is attached to the minutes as an appendix. This creates a direct link between the resolution text and your specific invoice.
If a dispute arises regarding payment, the minutes are the primary evidence used by tribunals like the NSW Civil and Administrative Tribunal (NCAT) or VCAT in Victoria. If the minutes are vague or lack the specific resolution text, recovering your debt becomes difficult and expensive.
You should also ensure the committee declares any conflicts of interest. If a committee member owns the specific lot you are repairing and they vote on your motion, they may breach the Act. This invalidates the resolution. As a business owner, noting the absence of a declared conflict protects you from later claims of favouritism or improper conduct.
Keep your own filed copy of the signed minutes. Invoices should always reference the specific motion number or resolution date. This practice helps the strata manager match your invoice to the approved budget quickly, ensuring faster payment.
Financial Correspondence
Tracking invoices, quotes, and budget reports.
The committee reviewed the current financial position and approved the following invoices for payment. All payments must comply with the financial controls outlined in the strata scheme’s by-laws and the Owners Corporation Act 2006 (Victoria) or equivalent state legislation.
The following invoices were approved for immediate payment:
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Clean Green Strata Services Invoice #INV-2023-089 dated 12 October 2023 Amount: $1,450.00 including GST Details: Monthly gardening and lawn maintenance for the common property. The work has been inspected and verified as complete according to the Service Level Agreement.
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O'Brien Plumbing Solutions Invoice #5022 dated 14 October 2023 Amount: $330.00 including GST Details: Emergency rectification of the hot water system recirculation pump in Unit 4. A copy of the plumber’s licence and certificate of currency for public liability insurance is on file.
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Secure Entrance Tech Invoice #SEP-23-99 dated 1 October 2023 Amount: $185.00 including GST Details: Annual software license renewal for the main entrance intercom system.
The committee received quotes for the upcoming roof restoration project. The Owners Corporation and Community Management Act 2003 (Queensland) requires that we obtain at least three written quotes for expenditures exceeding the prescribed limit (currently $1,100 inclusive of GST) if the expenditure was not included in the annual budget. The following quotes were tabled for review:
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Top Hat Roofing Quote #TH-455 dated 15 October 2023 Amount: $8,500.00 Scope: High-pressure cleaning, resealing of valley irons, and application of two coats of membrane coating. Includes a 10-year workmanship warranty.
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MasterRoof Repairs Quote #MR-998 dated 16 October 2023 Amount: $9,200.00 Scope: High-pressure cleaning, replacement of 12 broken tiles, resealing, and coating. Includes a 12-year workmanship warranty.
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All-Weather Roof Coatings Quote #AWC-102 dated 18 October 2023 Amount: $7,800.00 Scope: High-pressure cleaning and coating only. Tile replacement is not included. Includes a 7-year warranty.
All contractors stated they hold valid public liability insurance for at least $20 million, which is a requirement under the Work Health and Safety Act 2011 to ensure the safety of workers and residents.
The committee moved to accept the lowest quote provided by All-Weather Roof Coatings, subject to a site inspection to confirm the tiles do not require replacement. If the tiles need replacing, the contract will be awarded to Top Hat Roofing as the next best value option.
The strata manager is instructed to process the approved invoices within the standard payment terms of 30 days. For the roof project, the manager must send a written notice of acceptance to the successful contractor and ensure a signed contract is returned before any work commences. This contract must reference the Australian Standards AS 3958.1 for ceramic tiles or AS 4654.2 for waterproofing membranes where applicable.
Signatures
Formal approval of the minutes.
Signatures
The strata committee meeting minutes are not official until they are signed and confirmed. This section acts as the formal validation of the records. It confirms that the proceedings detailed in the document are a true and accurate record of the meeting.
Under the Strata Schemes Management Act 2015 (NSW) or similar legislation in other states and territories, the Chairperson usually signs the minutes as proof of their accuracy. In some cases, the Secretary signs the minutes if the Chairperson is unavailable. If your strata committee uses a specific strata management company, they might have additional internal guidelines for signing. Always check your specific strata by-laws regarding this process.
Why Signatures Matter
- Legal Validity: Signed minutes act as legal evidence of the decisions made by the owners corporation.
- Financial Authority: Signed minutes are often required by banks before the strata committee can access funds or pay invoices for tradespeople.
- Dispute Resolution: If there is a disagreement about what was decided, the signed minutes are the primary reference point for mediation or tribunals like NCAT (NSW Civil and Administrative Tribunal).
The Signing Process
- Draft Review: The Secretary prepares the draft minutes and circulates them to the committee for review.
- Confirmation: The minutes are confirmed as correct at the next meeting. A motion is usually put forward: "That the minutes of the previous meeting held on [Date] be confirmed as a true and accurate record."
- Signing: Once the motion passes, the Chairperson and Secretary sign the document.
For Tradespeople and Business Owners
When you submit an invoice or a quote to a strata scheme, you should ensure the committee has confirmed the minutes authorising the work. If a committee member disputes a payment, you can request a copy of the signed minutes to prove the work was approved by a proper vote. This document protects your business and ensures you get paid for the job.
Signature Lines
The lines below must be completed by the elected officers of the owners corporation. Print names clearly to ensure bank officials and auditors can verify the signatories.
Chairperson Signature
Print Name: __________________________
Date: ____ / ____ / ________
Secretary Signature
Print Name: __________________________
Date: ____ / ____ / ________
Frequently Asked Questions
What is a Strata Meeting Minutes?
When do I need a Strata Meeting Minutes?
Is a Strata Meeting Minutes legally required in Australia?
How long must strata minutes be kept?
Who can sign the strata meeting minutes?
Can a tradesperson request to see the minutes?
What happens if the minutes contain an error?
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This document involves significant legal or financial considerations. Professional review is strongly recommended.