If you are on the Committee of your Body Corporate/Owners Corporation, you will understand that it can sometimes be stressful trying to hold productive Committee Meetings. However, when the meeting runs well it can be a great feeling to know you are contributing to the success of your scheme.
Effective Committee Meetings are essential to the successful running of your Body Corporate/Owners Corporation and ensuring your scheme is running in accordance with its legislative obligations.
At SSKB we have put together some tips and tricks to assist your committee and ensure your meetings are effective and efficient.
Our first and most important point is that preparation is key!
Agenda – It is important to ensure the meeting agenda captures all items for discussion. It is also important to ensure the agenda is sent out with sufficient time to allow other members to review and prepare for the meeting.
Community Manager – It is important to contact your Community Manager with any specific queries in advance of the meeting. This may include questions in relation to the financial statements etc. It is also a good idea to arrange a time to discuss the agenda with your Community Manager in advance of the meeting to ensure you are prepared for discussion on each agenda item. If you are a Chairperson, you may wish for more detailed assistance from your Community Manager.
The next tips we have to share are about the running of a meeting.
Location – It is important that the meeting is held in a suitable and appropriate location. This may be in a meeting room at your scheme, or if you are a client of SSKB you have access to meeting facilities in our Brisbane, Gold Coast, Sunshine Coast and Melbourne Offices. SSKB can also make arrangements to hold your meeting by video or teleconference conference if preferred.
Opening the meeting – It is important to open the meeting on time. You can arrange for proxies and apologies in advance to ensure a quorum is reached and the meeting can proceed without a need to reschedule.
Time limits – At SSKB we encourage and promote positive and friendly communities and relationships and understand that Committee Meetings may get a bit off track and go overtime. A good tip for this is to set a time limit to complete the meeting and advise attendees of this intention at the start. This will allow the meeting to be held and then friendly conversations to occur later.
Arrange for any special attendees – Contractors may be invited to discuss their agreements at the start of the meeting and then allow them to leave.
SSKB’s Community Managers assist their committees to ensure that your Body Corporate/Owners Corporation gets the most out of their meeting. Click here to contact SSKB today.