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: Approve quote from XYZ1234 Painting for $5,500 +GST to repaint the foyer.in periwinkle blue 
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: AGM / EGM / Committee Meeting 
Date & Time: 
Venue: 
Present: 
Apologies: 
Previous Minutes: Confirmed / Amended 
Agenda Items: 

1. That the Minutes of the previous meeting be confirmed as a true record of that meeting. 

1. Motion wording – outcome – person responsible – due date 

1. … 
   Other Business: 
   Close: 

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 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’ll 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 

1. Prepare your template before the meeting 

1. Type decisions live as they happen 

1. Confirm wording on the spot 

1. Note actions & deadlines 

1. 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.  

Minute Taker’s Survival Checklist 

Because life’s too short for boring minutes 

Before the Meeting 
☐ Template loaded  Date, attendees, motions, decisions… all ready to go. 
☐ Agenda at hand  You can’t minute what you can’t follow. 
☐ Laptop/tablet charged  And yes, bring a pen and paper for “just in case”. 
☐ Know the rules  Quick scan of your state’s requirements. 
☐ Water or coffee Minute-taking is a sport. Hydrate accordingly. 

During the Meeting 
☐ Names right Spell owners’ names correctly (you’ll thank yourself later). 
☐ Decisions only Motions, outcomes, who’s doing what, and by when. 
☐ Confirm wording  Get it correct before moving on. 
☐ Stay neutral No “John’s ridiculous motion…” in the record. 
☐ Mark action items Use bold or highlight so they stand out later. 

After the Meeting 
☐ Quick tidy-up  Check spelling, numbering, and formatting. 
☐ Send promptly While memories (and tempers) are still fresh. 
☐ Save securely  Digital file + backup; follow record-keeping rules. 
☐ Pat yourself on the back You’ve kept democracy running smoothly. 

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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