Minutes – How to Do Them in a Minute!
A fast, fuss-free guide to meeting records for strata and community schemes
Taking minutes doesn’t need to be a headache or take all night. Whether you’re in a self-managed strata or community scheme, or just an active committee who undertake their own meetings, the aim is simple: record what was decided and who will do it. That’s it. Minutes are not a novel; they’re a record.
1. Understand the Legal Basics
Why they matter:
Minutes are an official record of decisions and are required under strata and community title laws in every state and territory.
What’s required:
Usually, minutes must include
Date, time, and type of meeting
Names of those present and are voting (and any apologies)
Confirmation of the previous minutes
Motions and resolutions (passed, failed, or amended)
Actions and responsibilities
Time the meeting closed
Keep them safe:
Store them with your scheme’s official records for the required legal period (in NSW for example, that’s at least 7 years).
2. The Golden Rule – Record Decisions, Not Conversations
Minutes are not a transcript. You don’t need to capture every “he said/she said” moment.
The focus is on:
The exact wording of each motion
The outcome (passed, failed, amended)
Any key action items and deadlines
Example:
Motion: That by Ordinary Resolution the owners corporation approve the quotation from XYZ1234 Painting dated 31 August for $5,500 +GST to repaint the foyer.
Decision: Passed (3 in favour, 1 against). Treasurer to engage contractor by 15 September.
3. Keep a Template Ready
A good template means you can fill in details as you go, saving you hours later.
Here’s a basic one:
Meeting type: this establishes the level of decision e.g. [AGM / EGM / Committee Meeting]
Date & Time: this is important e.g. [10 September 1.30 pm]
Venue: where and how e.g. [The Village Hall] & by videoconference
Present: who was there e.g. John Brown (Lot 1), Mary Black (Lot 2), Mhin Greene (Lot 3)
Apologies: who could not make it e.g. Ken Grey (Lot 4)
Proxy: who else voted e.g. Ken Grey to Mhin Greene
Agenda Items:
That the Minutes of the previous meeting be confirmed as a true record of that meeting.
That the Financial Statements be tabled and accepted
That the insurance policy due on 1 October with XYZ023 The Big Insurance Co Ltd be confirmed and placed with the broker.
That the quotation from……
……..
…..…
………
4. Real-Time Tips for Self-Managed Schemes
Write as you go: Don’t rely on memory, note decisions during the meeting.
Ask for clarity: If a motion isn’t clear, get the wording right before moving on.
Assign responsibility: Always note who is doing what and by when.
Use tech: A laptop, tablet, or even voice-to-text can speed things up.
Email promptly: Send the minutes to all owners soon after the meeting while details are fresh.
5. Keep It Short
You can have perfectly valid minutes that fit on one page. For most meetings, especially in small schemes, this is plenty.
Remember:
No debate notes
No personal remarks
No irrelevant detail
6. Common Mistakes to Avoid
Writing them weeks later (you will forget the details)
Including gossip or personal opinions
Changing the wording of resolutions after the meeting
Forgetting to number motions for easy reference
Quick Recap – The 60-Second Minute Method
Prepare your template before the meeting
Type decisions live as they happen
Confirm wording on the spot
Note actions & deadlines
Send to owners quickly
With a good template, a clear focus on outcomes, and a bit of discipline, you really can do your minutes “in a minute”, or at least without losing your whole evening.
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