When Meeting Agendas Get Out of Hand
How to Handle Repetitive or Trivial Motions…
If you’re on a committee, you know that well-run meetings are the key to keeping your building running smoothly. But sometimes, one owner can unintentionally (or not) make life harder by consistently submitting lots of motions, some of which have already been dealt with, or are minor and unnecessary.
This can make agendas long, meetings stressful, and leave both the committee and the strata manager feeling overwhelmed.
So what can be done?
Here are five practical strategies:
1. Review and Filter Submissions
Strata committees and managers generally have discretion to reject motions that are repetitive, trivial, or outside the power of the owners corporation (the legal term is ultra vires). In most states (including NSW, QLD, and VIC), while owners have a right to submit motions for general meetings, legislation does not obligate the inclusion of motions that have already been determined, are unlawful, or fall outside the scheme's authority.
Check if similar motions were dealt with recently. If resolved, respond advising the owner and indicate it won’t be re-listed unless circumstances have changed.
For items outside the scheme’s control (such as issues relating to private lot property or personal disputes), provide a brief explanation and decline to include the motion.
2. Communicate Respectfully
Often, repeat submitters are unaware their issues have been addressed or misunderstand the process. A friendly, written explanation referencing prior meeting minutes and summarising outcomes can reduce future duplication. Where possible, tailor the communication to suggest effective ways for the owner to participate.
3. Circulate Clear Minutes and Summaries
Promptly distributing meeting minutes highlights outcomes and helps all owners see which issues have already been considered. This transparency usually reduces the likelihood of duplicate motions and keeps everyone better informed.
4. Group and Limit Motions
Group minor or administrative items near the end of the agenda or address them collectively. Structure the meeting agenda so that each motion is allocated a reasonable discussion time; use the chairperson’s authority to move the meeting along if necessary (as provided in model by-laws and meeting procedures in most state legislations).
5. Maintain Fair and Professional Conduct
Always apply rules consistently: don’t single out or embarrass the persistent submitter. Establishing advanced guidelines (e.g. rules about resubmitting similar motions) at a previous general meeting can help the committee to propose new by-laws or standing orders about agenda management if needed (subject to proper approval processes).
Consistent application of these strategies, supported by clear by-laws and professional communication, will help keep meetings efficient and fair while still allowing all owners to contribute. If you have doubt around this issue then ensure you obtain professional legal advice.
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.