Conducting Annual General Meetings


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Conducting Annual General Meetings

  1. 1. Essential Strata Management Module 1 Conducting Annual General Meetings March 2013 © Copyright 2013 Teys Lawyers
  2. 2. Module 1 - Overview  When to call meetings  How much notice to give  Outlining what is to be decided  How to assist the chairperson  Recording outcomes  Avoiding fines for privacy & discrimination breaches © Copyright 2013 Teys Lawyers
  3. 3. When to Call Meetings  There are four types of strata meetings: – First AGM – AGM – EGM – Committee  Each has a different trigger and different people request them © Copyright 2013 Teys Lawyers
  4. 4. How Much Notice to Give  Each of the four types of meeting require different periods of notice  Each require different categories of people to whom notice is given  First AGM odd one out © Copyright 2013 Teys Lawyers
  5. 5. Outlining What Is to Be Decided  An effective agenda will keep meetings focused and on time  A good agenda will include – Start time – Benchmark times – Finishing time  Meeting papers should appear in the pack in same order as agenda © Copyright 2013 Teys Lawyers
  6. 6. Motions for an Agenda  Often the strata manager will be called on to frame the motions for an agenda  In framing motions for any meeting the mnemonic SMART is useful S M A R T Specific Measurable Action oriented Realistic Technically correct © Copyright 2013 Teys Lawyers
  7. 7. Assisting the Chairperson  The following frequently asked questions will help you in advising your chairperson with procedures and rulings: – Who has voting rights? – What if an owner is unfinancial? – Are cheques tendered at the meeting acceptable? – Who is a duly appointed proxy? – When can a general meeting be adjourned? – When may a chairperson rule motions out of order? – When can you ask for a poll vote? – Are facsimiles and email copies of documents acceptable? © Copyright 2013 Teys Lawyers
  8. 8. Recording Outcomes and Actions in Helpful Minutes  ‘Minutes of meetings’ should – Include resolutions – Include motions – Include declaration of confirmation – Include amendments (if any) correctly dealt with – Signature of chairperson once confirmed – Be adopted – Record voting (not the identity of the voters) – May be video or audio recorded unless this is expressly prohibited – Respect privacy © Copyright 2013 Teys Lawyers
  9. 9. About the Presenter About the webinar presenter - Michael Teys is the Founder and Principal Lawyer of TEYS Lawyers. He has a Bachelor of Laws and practices exclusively in the area of strata title law. He is a Fellow of the Australian College of Community Association Lawyers. He was formerly an Adjunct Lecturer with Charles Sturt University. He appears weekly on SKY News Business Channel's Property Success with Margaret Lomas and is a regular panellist for the property edition of Your Money, Your Call for the same channel. You can read Michael’s blog at and follow him on Twitter at Teys Lawyers practice nationally in strata title law representing owners corporations, bodies corporate and apartment owners. The firm’s practice groups include building defects, strata community disputes, strata titles property law, by-laws and levy collection. Subscribe for their free e-newsletter StrataSpace and find out more about them at © Copyright 2013 Teys Lawyers