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1. Essential Strata Management
Module 1 Conducting Annual General
Meetings
March 2013
© Copyright 2013 Teys Lawyers
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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
www.teyslawyers.com.au

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 www.michaelteys.com and
follow him on Twitter at @MichaelTeys.com
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
www.teyslawyers.com.au
© Copyright 2013 Teys Lawyers
www.teyslawyers.com.au