Top ten steps: To get the most out of your body corporate meeting
Over the past six months body corporate laws have faced a number of changes and updates and unit owners are bearing the brunt of heavy penalties being dished out for non compliance.
Open communication between bodies corporate and unit owners is the best way to avoid penalties, however regular meetings are too often neglected and the lack of communication between parties is becoming increasingly worrying. Our lives are busy and it’s important to be efficient with our time.
Unit owners know all too well that attending long, drawn out body corporate meetings can be difficult to fit into a busy schedule.
Archers Body Corporate Management director, Andrew Staehr reminds unit owners that it is important for to attend body corporate meetings, to keep up to date with changes in legislation, agreements and general changes within the complex.
“Attending body corporate meetings is often overlooked by unit owners,” Mr Staehr said. “Regular, efficient meetings are key to keeping costs down, keeping the management of your complex organised and ensuring all owners and tenants are happy.”
Archers has compiled a list of their top ten tips to keeping body corporate meetings short and sweet, while still addressing all the important issues:
1. Start your meeting on time – it may seem obvious but waiting for latecomers is often the biggest problem and only reinforces for them that they can be late next time.
2. Create an agenda – arrange it so you’re dealing with the most pressing matters first, in particular matters of compliance.
3. Write notes about every item on your agenda and stay on track – avoid raising things like new business in a meeting unless it’s absolutely essential and only at the end of the meeting.
4. Circulate your agenda and reports before the meeting – everyone will arrive prepared.
5. Circulate motions before the meeting
6. Set deadlines – if owners communicate any concerns or information before meetings, managers have time to incorporate it into the agenda and ensure it gets discussed.
7. Ensure the chairperson chairs the meeting
8. Avoid open discussions – each member should be given the opportunity to have their say through the chair. Once a decision has been made on a topic move on to the next matter.
9. Consider using technology – teleconferencing and video conferencing can be good to keep people focused.
10. Stick to your time frames – when everyone is aware of an impending deadline they will be more inclined to deal with matters quickly and efficiently.
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