10 Tips for Running Effective Strata Committee Meetings
Strata committee meetings are a crucial part of managing any strata scheme. They provide a forum for owners to discuss important issues, make decisions, and ensure the smooth running of the property. However, poorly run meetings can be unproductive, time-consuming, and even divisive. Here are 10 practical tips to help you run effective strata committee meetings.
1. Preparing the Agenda
A well-prepared agenda is the foundation of a successful strata committee meeting. It provides structure, keeps the discussion focused, and ensures that all important topics are addressed.
Key Considerations for Agenda Preparation:
Circulate the Agenda in Advance: Distribute the agenda to all committee members and owners (if they are permitted to attend) at least a week before the meeting. This allows everyone to review the topics and prepare their thoughts and questions.
Include All Relevant Items: Ensure the agenda includes all items requiring discussion and decision-making. This might include financial reports, maintenance updates, correspondence, and any proposed motions.
Prioritise Items: Arrange the agenda items in order of importance or urgency. This helps to ensure that the most critical issues are addressed, even if time runs short.
Be Specific: Use clear and concise language when describing each agenda item. Avoid vague or ambiguous wording that could lead to confusion.
Allow Time for General Business: Include a section for "General Business" to address any unforeseen issues or updates that may arise. However, encourage members to submit items for the agenda in advance whenever possible.
Common Mistake: Failing to circulate the agenda in advance, leaving attendees unprepared and hindering productive discussion.
2. Ensuring Quorum and Participation
A quorum is the minimum number of committee members required to be present for a meeting to be valid. Ensuring a quorum and encouraging active participation are essential for effective decision-making.
Strategies for Achieving Quorum and Participation:
Know Your Strata Scheme's Requirements: Familiarise yourself with your strata scheme's by-laws regarding quorum requirements. This information is usually found within the strata plan documentation.
Send Reminders: Send out reminders to committee members a few days before the meeting to encourage attendance.
Offer Flexible Meeting Options: Consider offering hybrid meeting options, allowing members to attend in person or online. This can make it easier for members with busy schedules or geographical constraints to participate. Homewardstrata can assist with setting up and managing these types of meetings.
Encourage Active Participation: Create a welcoming and inclusive environment where all members feel comfortable sharing their opinions and ideas. Actively solicit input from quieter members.
Use Technology: Utilize online meeting platforms with features like chat boxes and polls to facilitate participation and gather feedback.
Common Mistake: Holding meetings without a quorum, rendering any decisions made invalid.
3. Facilitating Constructive Discussions
Effective facilitation is key to ensuring that discussions are productive, respectful, and focused on achieving positive outcomes.
Techniques for Effective Facilitation:
Stick to the Agenda: Keep the discussion focused on the agenda items and avoid tangents or irrelevant topics.
Manage Time Effectively: Allocate a specific amount of time for each agenda item and stick to the schedule as closely as possible. Use a timer to keep track of time.
Encourage Respectful Communication: Establish ground rules for respectful communication, such as listening attentively, avoiding interruptions, and using respectful language.
Mediate Conflicts: Be prepared to mediate conflicts and help members find common ground. Encourage members to focus on solutions rather than dwelling on problems.
Summarise Key Points: Regularly summarise key points and decisions to ensure that everyone is on the same page.
Common Mistake: Allowing discussions to become dominated by a few individuals, silencing other voices and leading to resentment.
4. Documenting Decisions Accurately
Accurate and comprehensive meeting minutes are essential for record-keeping, accountability, and future reference.
Best Practices for Minute-Taking:
Assign a Minute-Taker: Designate a specific person to take minutes at each meeting. This could be the secretary or another committee member.
Record Key Information: Include the date, time, and location of the meeting, as well as the names of attendees and apologies.
Summarise Discussions: Briefly summarise the key points discussed for each agenda item.
Record Decisions Clearly: Clearly record all decisions made, including the specific wording of any motions passed and the voting results.
Include Action Items: Identify any action items arising from the meeting, including who is responsible for each item and the deadline for completion.
Distribute Minutes Promptly: Distribute the minutes to all committee members and owners (if they are entitled to receive them) as soon as possible after the meeting. Allow time for review and correction.
Common Mistake: Failing to keep accurate and detailed minutes, leading to confusion and disputes later on. Consider what Homewardstrata offers in terms of administrative support.
5. Following Up on Action Items
Following up on action items is crucial for ensuring that decisions are implemented and progress is made on outstanding issues.
Strategies for Effective Follow-Up:
Maintain an Action Item List: Keep a running list of all action items arising from committee meetings, including who is responsible for each item and the deadline for completion.
Regularly Review Action Items: Review the action item list at each subsequent meeting to track progress and identify any outstanding issues.
Follow Up with Responsible Parties: Follow up with the individuals responsible for each action item to check on their progress and offer assistance if needed.
Document Progress: Document the progress made on each action item in the meeting minutes.
Close Out Completed Items: Once an action item has been completed, mark it as closed on the action item list.
Common Mistake: Neglecting to follow up on action items, leading to delays and a lack of progress on important issues.
6. Understanding Strata Legislation
Familiarise yourself with the relevant strata legislation in your state or territory. This will help you ensure that your meetings and decisions are compliant with the law. Understanding the legislation can also help prevent disputes and legal challenges.
7. Seeking Professional Advice
Don't hesitate to seek professional advice from a strata manager, lawyer, or other relevant expert when dealing with complex or contentious issues. Learn more about Homewardstrata and how we can help.
8. Encouraging Owner Involvement
While only committee members can vote on decisions, encourage all owners to attend meetings (if permitted by your strata scheme's by-laws) and participate in discussions. This can help to ensure that decisions are made with the best interests of the entire community in mind.
9. Maintaining a Positive Attitude
Strata committee meetings can sometimes be challenging, but it's important to maintain a positive attitude and focus on finding solutions. Remember that you are all working towards the common goal of maintaining and improving your property.
10. Reviewing Meeting Processes Regularly
Periodically review your meeting processes to identify areas for improvement. Solicit feedback from committee members and owners to ensure that the meetings are meeting their needs. Are there any frequently asked questions that could be addressed proactively?
By following these tips, you can ensure that your strata committee meetings are productive, efficient, and fair for all involved. This will lead to better decision-making, a stronger sense of community, and a more harmonious living environment.