Queensland Subordinate Legislation as Made

BODY CORPORATE AND COMMUNITY MANAGEMENT (STANDARD MODULE) REGULATION 2020 - REG 71

71 Minutes and other records of committee

(1) The committee must ensure—

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

(b) a full and accurate record of motions 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) each member of the committee;

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

(3) Subsection (2) (b) does not apply to an owner of a lot who—

(a) has given the secretary a written notice instructing the secretary that the owner does not wish to be given copies of—

(i) the minutes of committee meetings; or

(ii) the records of motions; and

(b) has not withdrawn the instruction.

(4) The copy must be given to the person within 21 days after—

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

(b) for a copy of a record of motions—

(i) the deciding of the motion; or

(ii) the day the motion is taken to be not agreed to; or

(iii) if the committee must not decide the motion because section 58 (5) applies—the day the committee decided sub section 58 (5) applies.

(5) Also, the copy must be given—

(a) if the person is a lot owner—as provided under section 218 ; or

(b) if the person is not a lot owner—in a way mentioned in section 221 (2) .

(6) In this section—

"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) details of proxies tabled;

(d) for a motion submitted by a member of the body corporate under section 58 (1) —

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

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

(iii) if, under section 58 (5) , 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 58 (2) (b) ;

(e) for each motion voted on at the meeting—

(i) the words of the motion; and

(ii) the number of votes for and against the motion;

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

(g) the time the meeting closed;

(h) if another meeting is scheduled—the details of the next meeting;

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

"record of motions" means a record—

(a) of each motion that is—

(i) voted on other than at a meeting; or

(ii) not decided under section 58 (5) ; or

(iii) taken to be not agreed to under section 58 (6) ; and

(b) if the motion was submitted by a member of a body corporate under section 58 (1) , that includes—

(i) the words of the motion; and

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

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

(iv) if, under section 58 (5) , the motion was not decided by the committee—the reason why it was not decided; and

(v) details of any notice given to the member under section 58 (2) (b) ; and

(c) if notice of the motion is given under section 68 , that includes—

(i) the words of the motion; and

(ii) the date the notice was given; and

(iii) the names of the committee members to whom the notice was given; and

(d) if the motion was voted on, that includes—

(i) the names of the committee members who voted on the motion; and

(ii) the number of votes for and against the motion.