This article discusses whether strata committees can identify owners in meeting minutes in NSW, explaining in plain terms that it is good practice to only name owners when it is genuinely necessary.
Question: Can the strata committee identify an owner by name or lot number in the minutes?
Can a strata committee identify an owner in the meeting minutes by name or lot number? The owner submitted a casual question/suggestion to the office coordinator, rather than directly to the committee.
There was no formal motion, no agenda item, and no request for a decision at the meeting. The office only passed on the feedback. Is it appropriate or lawful for the committee to record the owner’s identity in the minutes in these circumstances, or should the minutes refer to the question in a more general or anonymous way?
Answer: Naming an owner in minutes is not automatically unlawful, but good governance calls for discretion.
Strata committees are required to keep proper minutes of their meetings, but that does not mean they must record every comment or piece of correspondence in a way that identifies individual owners or residents.
Under the Strata Schemes Management Act 2015, the minutes of general meetings (Schedule 1, clause 22) and strata committee meetings (Schedule 2, clause 17) must be a full and accurate record of the meeting. In practice, this means the minutes should fairly record the business that occurred, including decisions made, actions agreed, and any discussion that is material to those outcomes.
There is no legal prohibition on identifying an owner by name or unit number in minutes. An owner who writes to the owners corporation is corresponding with a statutory body, and that correspondence forms part of the owners corporation’s records.
However, “full and accurate” does not mean that identifying details should be included as a matter of course.
As a general rule:
- It may be appropriate to include the person’s name if this information is necessary to explain the decision or action taken.
- If it adds nothing to the understanding of the committee’s business, it is usually better practice to refer to “an owner” or “a resident”.
Committees should also be careful where comments are informal, unsolicited, or not part of a formal agenda item. Casual questions or suggestions do not automatically need to be elevated into personalised meeting records.
Finally, committees should take care to avoid defamation. Minutes should be factual, neutral, and restrained. They should not record allegations, opinions, or emotive statements about identifiable individuals unless strictly necessary, and even then should do so cautiously and accurately.
In short, naming an owner in minutes is not automatically unlawful, but good governance calls for discretion. Minutes should record what matters — not more, and not less.
Tim Sara
Strata Choice
E: tsara@stratachoice.com.au
P: 1300 322 213
This post appears in the March 2026 edition of The NSW Strata Magazine.
Have a question or something to add to the article? Leave a comment below.
Read next:
- NSW: Q&A Committee members’ rights to access records, correspondence and meeting information
- NSW: Q&A The Right to Access Your Strata Lot
- NSW: Q&A Owners Corporation’s Payments to Lot Owners or Committee Members
Visit our Strata Committee Concerns, Strata By-Laws and Legislation OR NSW Strata Legislation.
Looking for strata information concerning your state? For state-specific strata information, take a look here.
After a free PDF of this article? Log into your existing LookUpStrata Account to download the printable file. Not a member? Simple – join for free on our Registration page.
Leave a Reply