Most strata committee disputes — over what was decided, who authorised what, and when things were approved — come down to one thing: poor record-keeping.
A WhatsApp message saying "yeah let's go ahead with the plumber" is not a committee decision. An email thread where three of five committee members reply "sounds good" is not a valid resolution. When ownership changes, when committee members leave, or when a dispute goes to tribunal, undocumented decisions become a serious problem.
Here's how to do it properly.
Why documentation matters
Under Australian strata legislation, the owners corporation is required to keep records of its decisions. In NSW (SSMA 2015), minutes of committee meetings must be kept for at least 7 years and made available to lot owners on request.
Beyond legal compliance, good records:
- Protect committee members from disputes about what was decided
- Give incoming committee members a complete history
- Provide evidence in tribunal proceedings
- Help with insurance claims and warranty disputes
What needs to be documented
Every motion and its outcome
Every decision the committee makes should be framed as a formal motion — clearly worded, voted on, and recorded with the result. This includes approving quotes, authorising repairs, engaging contractors, and responding to by-law complaints.
Who voted and how
Minutes should record which committee members were present, who voted for and against each motion, and any abstentions. In a disputed decision, this matters.
The date and meeting details
Record the date, time, location (or that it was held remotely), and who chaired the meeting.
Actions and follow-ups
Note who is responsible for actioning each decision and any deadlines. This creates accountability between meetings.
How minutes should be formatted
Minutes don't need to be lengthy documents — they need to be accurate and complete. A standard format includes:
- Meeting details (date, attendees, apologies)
- Confirmation of previous minutes
- Each agenda item with the motion wording and vote result
- General business and any matters raised without notice
- Next meeting date
Between-meeting decisions
Sometimes decisions need to be made urgently between meetings. Under SSMA 2015, committees can pass circular resolutions — where all members are given the chance to vote in writing, and a majority agree. These must be recorded in the minutes of the next meeting.
The key is that the decision is made formally, not informally. A phone call or group chat exchange does not constitute a circular resolution.
What records to keep and for how long
- Minutes of meetings: 7 years (NSW SSMA 2015)
- Financial records: 7 years
- Correspondence: 7 years
- Contracts and warranties: Duration of contract + 7 years
- Insurance documents: Current policy + previous 5 years
A better way to manage committee records
The admin burden of documenting decisions properly is one of the main reasons committees let things slide — and why disputes happen. StrataView automates the record-keeping layer: motions are raised in the platform, votes are recorded, and compliant minutes are generated automatically the moment a motion is resolved. The full audit trail — every action, every vote, every communication — is stored permanently and accessible to the committee at any time.
No more manually writing minutes at 10pm after a meeting. No more disputes about what was decided in a WhatsApp thread six months ago.