Strata committee meeting preparation checklist (AU)
Strata committees make the operational decisions in a scheme. This checklist covers the 12 governance steps that keep decisions valid and the owners corporation defensible.
This is a 12-step checklist for preparing a strata committee meeting in Australia. It covers notice periods, agenda preparation, quorum, conflict of interest, delegated vs restricted matters, minutes, and the state-based overlay. Use it for each committee meeting cycle.
The checklist
Confirm notice period
Confirm notice period under the relevant state Act — typically at least 72 hours for NSW committees.
Prepare agenda
Prepare an agenda listing each item for discussion and decision. Circulate with the notice.
Identify restricted matters
Identify matters that cannot be decided by committee (eg, restricted matters under s 36 NSW) and schedule for general meeting.
Confirm quorum
Confirm the quorum under the state Act (usually half of committee members). Record quorum at meeting open.
Address conflicts of interest
Committee members must disclose any pecuniary or other conflicts and must not vote on conflicted matters.
Circulate supporting papers
Circulate quotes, financial reports, correspondence, and legal advice. Decisions without supporting papers are vulnerable.
Identify works approval thresholds
Identify expenditure thresholds that require general meeting approval rather than committee approval.
Prepare draft resolutions
Draft resolutions clearly — what is being decided, authority to act, dollar limits, signatories.
Attend to pets, parking, and policy items
For common operational items (pets, parking, short-term letting), confirm the committee has power to decide.
Consider remote attendance
Facilitate remote attendance if authorised by the strata manager or by special resolution. Confirm voting mechanism.
Take and distribute minutes
Take minutes recording decisions, vote tallies, and conflicts. Distribute within statutory timeframes.
Execute follow-up actions
Assign and track actions — works, contractor engagement, correspondence to owners.
When this checklist applies
Use this checklist before every committee meeting. Adapt the statutory references to the relevant state (NSW, Vic, Qld, WA, SA, ACT, NT, Tas).
Common pitfalls
- Deciding restricted matters at committee level (invalid)
- Committee member voting on a conflicted matter
- Minutes lacking vote tallies and dissent records
- Expenditure exceeding the committee's delegated authority
- Late or missing notices — invalidates decisions
Run this checklist on a real matter
Quillio drafts committee meeting agendas, resolutions, and minutes under the relevant state strata Act. See /practice-areas/property-lawyers or start a free trial.
Strata law is state-based. This checklist is general — confirm specific procedures and thresholds against the applicable state Act.
Use this checklist on your matter.
Quillio can run this checklist on a specific NSW conveyancing matter — confirm each item, calculate adjustments, and generate the supporting documents. The free trial requires no credit card.
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