Great Meetings Are On The Agenda – Vic

Life is too short to spend in meetings, so anything that begins by getting issues on the table and ends with concrete actions on those issues is a good meeting indeed.

We give you the inside tips on how to run an effective meeting.

In Victoria, how to run an Owners Corporation Committee Meeting is set out in The Owners Corporation Act 2006.

  • Manager, lot owners and the committee should identify topics for discussion
  • Committee, secretary or manager must prepare:
    • A notice of Owners Corporation general meeting to all Owners Corporation members and a owners corporation annual general meeting agenda. This lists the topics to be considered, the order in which they will be discussed and sets out the matter to be decided (the motions)
    • A covering letter or supporting papers and documents, if these are to be included with the notice and agenda. These can give background on matters to be discussed at the meeting
    • Minutes of the previous meeting must be made available to all members of the Owners Corporation
    • Manager or secretary will need to consider how voting will be recorded at the meeting.

But the work begins before the meeting is called by setting an effective agenda.

Create your meeting agenda in advance

A good agenda identifies all the subjects to be canvased at the meeting, so everyone knows what to expect.

And state an actionable resolution to be voted on.

Add time limits per topic

A focused five-minute discussion is more productive than a half-hour chat. Adding a time limit to discuss each item on the agenda lets everyone know the approximate length of the whole meeting and helps reduce the waffle.

Prioritise agenda items

The most important issues should be given priority. Even if you end up deferring items to another meeting, at least the most pressing issues will have been addressed.

Break down agenda topics into key points

One great way to make sure that all the relevant information is there without writing War And Peace is to follow this simple structure:

  • Who – does this issue affect?
  • What – what is the issue?
  • Where – what lot, or area of common property, is affected?
  • How – how can the issue be solved?
  • Why – why this will be of benefit?

SSKB is Australia’s leading strata management company specialising delivering expert advice and management to Owners Corporation and Body Corporate communities.

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