Queensland Consolidated Regulations

BODY CORPORATE AND COMMUNITY MANAGEMENT (SMALL SCHEMES MODULE) REGULATION 2020 - REG 23

23 Minutes and other records of committee meetings [SM, s 71]

(1) The committee must ensure—

(a) full and accurate minutes of its meetings are taken; and

(b) a full and accurate record of motions that are taken to be not agreed to under section 19 (7) or taken to be agreed to under section 19A (4) is kept.

(2) The secretary must give a copy of the minutes of each meeting and a copy of the record of motions for each motion to the following persons—

(a) if the positions of secretary and treasurer are held by 2 persons—the treasurer; and

(b) each owner of a lot who is not a member of the committee.

(3) The copy must be given to the person—

(a) within 21 days after—

(i) for a copy of minutes of a meeting—the holding of the meeting; or

(ii) for a copy of a record of motions—the day a motion is taken to be not agreed to; and

(b) either—

(i) if the person is a lot owner—as provided under section 137 ; or

(ii) if the person is not a lot owner—in a way mentioned in section 138 (2) .

(4) In this section—

"details" , of an animal, means the following information—

(a) the animal’s species;

(b) if relevant—the breed of the animal;

(c) the animal’s sex;

(d) the animal’s name.

"full and accurate minutes" , of a meeting, means minutes that include all of the following information—

(a) the date, time and place of the meeting;

(b) the names of persons present and details of the capacity in which they attended the meeting;

(c) the words of each motion decided;

(d) for a motion submitted by a member of the body corporate under section 19 (2) —

(i) when the motion was submitted to the secretary; and

(ii) the name of the member of the body corporate who submitted the motion;

(iii) if, under section 19 (6) , the motion was not decided by the committee—the reason why it was not decided; and

(iv) details of any notice given to the member under section 19 (3) (b) ;

(e) for a motion in relation to a request for approval to keep or bring an animal on a lot or common property—

(i) the day the request was made to the committee; and

(ii) if known—the details of the animal the subject of the request; and

(iii) if the motion was decided under section 19A and approval was given—any conditions imposed by the committee on the approval;

(f) details of correspondence, reports, notices or other documents tabled;

(g) the secretary’s name and contact address.

"record of motions" means—

(a) a record of each motion taken to be not agreed to under section 19 (7) that includes the following information—

(i) the words of the motion;

(ii) the date the notice was submitted to the secretary;

(iii) the name of the member who submitted the motion; and

(b) if the motion is taken to be agreed to under section 19A (4) , a record of each motion that includes the following information—

(i) the day the request was made to the committee;

(ii) if known—the details of the animal the subject of the request.