Committee meetings play a crucial role in the smooth operation of a strata scheme. As a Committee Member, you are responsible for making key decisions that impact the entire community. To ensure meetings are effective, it is essential that all members understand their roles, communicate transparently, and work collaboratively. This guide outlines best practices for running successful strata committee meetings in Queensland, New South Wales, and Victoria, with a focus on fostering transparency and clarifying responsibilities. 

1. Establish Clear Roles and Responsibilities 

Before diving into meeting logistics, it is vital that all Committee Members understand their roles. The Chairperson, Secretary, and Treasurer (in QLD and NSW) each have distinct responsibilities, and ensuring alignment between these roles prevents confusion and inefficiencies. 

A well-informed Committee operates more effectively, as members understand who is responsible for setting the agenda, keeping records, managing finances, and ensuring compliance with strata legislation. Transparency in roles fosters accountability and ensures that committee members can support one another in fulfilling their duties. 

2. Define Clear Meeting Objectives 

Every meeting should have a clear purpose. Whether reviewing financials, discussing maintenance, or addressing by-law/rule compliance, setting defined objectives helps keep discussions focused and productive. 

Legislation in Queensland, New South Wales, and Victoria requires that meetings address key topics relevant to the management of the strata scheme. Providing clarity on the agenda ensures that committee members can prepare accordingly and contribute meaningfully to discussions. 

3. Develop and Distribute a Transparent Agenda 

A well-structured agenda is critical for transparency. Circulate the agenda well in advance—ideally at least seven days before the meeting—to allow committee members time to review and prepare. 

A transparent agenda should: 

• Clearly outline topics for discussion. 

• Identify decision-making items. 

• Provide necessary supporting documents (e.g., financial reports, maintenance quotes, and legislative references). 

• Allocate time for open discussion, allowing all members to contribute their perspectives. 

This level of transparency prevents misunderstandings and ensures that all members have access to the information needed to make informed decisions. 

4. Appoint a Strong Chairperson to Guide Discussions 

The Chairperson plays a crucial role in ensuring meetings run smoothly. Their responsibilities include: 

• Keeping discussions focused and on track. 

• Encouraging participation from all committee members. 

• Ensuring all decisions comply with relevant strata laws. 

• Managing time effectively to cover all agenda items. 

A Chairperson who actively promotes transparency by summarising key points and inviting input from all members fosters a more open and productive discussion. 

5. Encourage Open Communication and Collaboration 

An effective strata Committee Meeting is one where all members feel valued and heard. Encouraging participation ensures that decisions reflect the collective interests of the community. 

Consider strategies such as: 

• Roundtable discussions where each member shares their thoughts on key issues. 

• Ensuring quieter members have an opportunity to voice concerns. 

• Using a “parking lot” system to record off-topic discussions for future consideration. 

In New South Wales and Victoria, strata legislation emphasises the importance of fair representation, making it even more critical to create an inclusive and collaborative meeting environment. 

6. Maintain Accurate Meeting Minutes and Follow-Up Actions 

Transparent record-keeping is essential for accountability. Minutes should include: 

• Key discussions and decisions made. 

• Action items assigned to specific members. 

• Due dates for follow-up tasks. 

These records serve as a reference point for future meetings and help ensure that agreed-upon actions are completed. Distributing minutes promptly after the meeting maintains transparency and keeps all members informed. 

7. Manage Disagreements Respectfully 

Conflicts are inevitable in committee meetings, but they should be handled with professionalism and respect. The Chairperson should facilitate resolution by: 

• Ensuring all voices are heard. 

• Encouraging compromise where possible. 

• Keeping discussions within legal and by-law/rule frameworks. 

In Queensland, the Body Corporate and Community Management Act provides dispute resolution guidelines, which are mirrored by similar legislation in New South Wales and Victoria. Understanding these processes helps ensure that conflicts are addressed constructively. 

8. Foster a Culture of Transparency 

Transparency builds trust within the Committee and the broader strata community. To enhance openness: 

• Provide easy access to financial reports, meeting minutes, and key documents. 

• Regularly update owners on major decisions and projects. 

• Encourage open discussion on major financial and operational matters. 

By prioritising transparency, committee members can ensure that all stakeholders remain well-informed and engaged in the decision-making process. 

9. Evaluate and Improve Meeting Effectiveness 

Regularly reviewing meeting processes can help identify areas for improvement. Consider: 

• Soliciting feedback from committee members. 

• Assessing whether meetings remain efficient and productive. 

• Reviewing action item completion rates. 

By continuously refining meeting structures, committees can ensure long-term effectiveness and better serve their strata communities. 

Running an effective Committee Meeting requires a commitment to transparency, role clarity, and structured discussions. By setting clear objectives, distributing well-prepared agendas, fostering collaboration, and maintaining open communication, committees can ensure meetings remain productive and beneficial for the entire community. 

When committee members understand their responsibilities and work together with transparency, they create a well-functioning strata scheme where informed decisions lead to positive outcomes for all residents.