Chairing a Strata/Community Meeting – The Beginner’s Guide

If you’ve been appointed Chairperson of your committee (or stepping in to chair a meeting), congratulations and don’t panic. Chairing a strata or community association meeting doesn’t require legal training or a big booming voice. It simply takes preparation, a fair approach, and an understanding of how strata and community meetings work. 

This beginner’s guide will walk you through your responsibilities and provide a handy checklist to help you run your first meeting smoothly and confidently. 

What Does the Chairperson Actually Do? 

For example under NSW law (and most other states), the Chairperson’s role during meetings is to: 

• Preside over meetings of the owners corporation and strata committee 

• Maintain order during discussions 

• Rule on procedural matters (e.g. voting eligibility or speaking turns) 

• Ensure the agenda is followed 

• Declare results of votes and motions 

Importantly, the Chair doesn’t make decisions on their own they help the group make decisions together, and fairly. Remember the Chairperson does not have a casting vote in case of a tie. 

Before the Meeting

Be Thoroughly Prepared 

Preparation is the key to chairing a successful and productive meeting. The more prepared you are, the more confident and in control you’ll feel.

Here’s how to prepare effectively: 

Understand the Type of Meeting 

Is it a Committee Meeting (CM), Annual General Meeting (AGM), or a General Meeting (GM)?

Each has different requirements for notice, quorum, voting, and agenda content. Make sure you’re across the rules for the specific meeting you're chairing. 

Review the Agenda in Detail 

Go through the agenda carefully, item by item.  

Ask yourself: 

• What is the purpose of each motion? 

• Is it straightforward, or could it trigger questions or debate? 

• Do I need more information to confidently present this topic? 

Consider preparing some short notes or comments to guide discussion on key items especially if they relate to budgets, building works, by-laws, or disputes. 

Check Supporting Documents 

Ensure you have copies of: 

• Financial reports (administration and capital works fund, bank balances, levy schedules) 

• Quotations or proposals (e.g. for repairs or services) 

• Previous meeting minutes 

• Any correspondence or motions submitted by owners 

Familiarise yourself with these documents ahead of time so you're not caught off guard. 

Coordinate with Your Strata Manager (if you have one) 

The strata manager is often responsible for issuing notices, preparing minutes, confirming voting entitlements, and ensuring compliance.  

Before the meeting: 

• Touch base to clarify the agenda 

• Confirm who is and is not eligible to vote 

• Discuss any sensitive issues or expected conflicts 

• Ensure access to the meeting location or virtual platform is organised 

Understand Voting and Quorum Requirements 

As Chairperson, you’ll need to: 

• Know how many people or units are required for a quorum 

• Know who is financial and eligible to vote 

• Be ready to explain the difference between ordinary, special, and unanimous resolutions, if needed 

Bring a copy of the current owners roll and proxy forms to refer to during the meeting. 

Mentally Prepare 

It’s normal to feel nervous if it’s your first time.

Take a few moments before the meeting to: 

1. Review your notes 

2. Plan how you’ll welcome attendees 

3. Think through how you’ll handle difficult or off-topic discussions 

A calm, prepared Chairperson sets the tone for the entire meeting. 

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During the Meeting

Stay Calm and Keep Control 

As Chairperson, your job is to guide the meeting not dominate it.  

Here are six key tips: 

1. Start on time and confirm quorum 

2. Follow the agenda, taking each item in order (don’t add new items ad-hoc) 

3. Invite discussion, but limit repetition or off-topic chatter 

4. Encourage respect, especially when there’s disagreement 

5. Call for votes clearly, and declare whether the motion is passed or not 

6. Record decisions accurately (usually done by the secretary or strata manager) 

If there’s a dispute about a ruling or voting, refer to the relevant legislation in your territory or state. 

After the Meeting

Wrap It Up 

The meeting isn’t over until the minutes are done. These are the official record of the meeting, so make sure: 

• All motions are recorded as carried, defeated, or amended 

• Any action items are noted 

• Minutes are distributed to all owners within the required timeframe 

Remember Minutes are a record of the decisions made, not a transcript of conversations. 

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 Final Tips 

1. Stay neutral: As Chairperson, it’s your job to run the meeting, not push personal views 

2. Ask for help: If you’re unsure, your strata manager or experienced committee members can assist 

3. Practice makes perfect: The more meetings you chair, the more confident you’ll become 

Chairing a meeting well helps your scheme run smoothly and keeps owners informed and engaged a big win for your community. Remember a quick meeting is a good meeting!! 

Check out our factsheets on meetings.

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Disclaimer: 

This article is intended for general educational purposes only and does not constitute legal or financial advice. Readers should seek independent legal and professional guidance relevant to their specific circumstances and jurisdiction.