Question: Why does our strata manager include information in the AGM minutes that was not discussed in the meeting? Can we record the meeting for accuracy?
As a lot owner attending a meeting, how can I exert pressure to ensure accurate AGM minutes are kept?
Our Strata Manager has inserted information that was not mentioned or agreed to at the AGM. When corrections were circulated to owners and agreed, the Strata Manager became belligerent.
Is it legal to tape these meetings in the interest of accuracy?
Answer: If owners believe that the minutes are not recorded in an accurate manner they should contact their Strata Manager to highlight the areas they believe have been recorded incorrectly.
Minutes are usually distributed to Unit owners after each meeting. If owners believe that the minutes are not recorded in an accurate manner they should contact their Strata Manager to highlight the areas they believe have been recorded incorrectly. It is important to remember that other unit owners may have a different recollection of the meeting. If this is the case, I recommend your Strata Manager circulate the requested amendments to other owners before inserting them into the official minutes as these will form part of your Corporations records.
Some companies also insert information in the minutes to highlight important information to current unit owners and potential new owners, as purchasers receive a copy of the last 2 years of minutes. If you feel that this information should not be recorded in the actual minutes, you can ask that they be included as an attachment to the minutes. For example, this information may relate to insurance, limitations on what the presiding officer can do.
When recording minutes, some people like to record each and every conversation that takes place, while others prefer to record just the motions. It may be a good idea to include a brief outline of any discussions that have a bearing on decisions made at the meeting.
It is a Strata Managers role to assist the Presiding Officer in chairing the meeting, as well as assisting the secretary in recording the minutes, however owners can elect to record their meetings themselves if they believe they can record the minutes in a more accurate manner.
Regarding whether the meeting can be recorded on a device. This is not addressed in the Act. If you are looking to record the meeting electronically, you should first check that everyone at the meeting is comfortable being recorded and only proceed if everyone agrees.
Carrie McInerney Horner Management E: carrie@hornermanagement.com.au P: 08 8234 5777