Raising a motion is how a strata committee makes formal decisions. Whether you're approving a maintenance quote, changing a by-law, or electing a new office bearer, it needs to go through a motion — properly worded, voted on, and recorded.
Here's how to do it correctly under Australian strata legislation.
What is a motion in a strata committee?
A motion is a formal proposal put to the committee for a vote. Once passed, it becomes a binding decision of the owners corporation (within the committee's delegated authority). Motions that fall outside the committee's authority — such as changes to by-laws or large expenditures above the approved limit — must go to the owners corporation at a general meeting instead.
Types of motions in strata
- Ordinary motions — passed by a simple majority of those voting. Used for most day-to-day committee decisions.
- Special resolutions — require 75% of lot owners by unit entitlement at a general meeting. Used for by-law changes.
- Unanimous resolutions — require all lot owners to vote in favour. Used for specific matters like common property dealings.
Most committee decisions are ordinary motions — requiring a simple majority of committee members present and voting.
Step-by-step: raising a motion at a committee meeting
Step 1: Add it to the agenda
Include the motion on the meeting agenda, distributed in advance. A clear motion wording helps — avoid vague language like "discuss the lift issue." Instead: "That the committee approves the engagement of Acme Lifts to carry out the annual lift service at a cost not exceeding $1,200."
Step 2: Move and second the motion
At the meeting, a committee member moves the motion and another seconds it. In a small committee this is often a formality, but it should be recorded.
Step 3: Discuss
Members may discuss the motion before voting. Keep it focused — the purpose is to inform the vote, not relitigate settled decisions.
Step 4: Vote
Each committee member present gets one vote. The chairperson may have a casting vote in the event of a tie (check your state's legislation). Record who voted for, against, and any abstentions.
Step 5: Record in the minutes
The motion outcome must be recorded in the minutes — the exact wording of the motion, the vote result, and the date. These minutes must be distributed to all lot owners within 14 days (NSW SSMA 2015).
Motions without a meeting (circular resolutions)
Under the SSMA 2015, committees can pass motions between meetings via a written circular resolution — useful for urgent decisions. All committee members must be given the opportunity to vote, and the resolution must be signed (or agreed to in writing) by a majority.
What should a motion look like?
A well-drafted motion is specific, actionable and unambiguous. It should state:
- What is being approved or decided
- Any relevant amounts, timeframes or conditions
- Who has authority to action it (if applicable)
Example: "That the committee approves the quote from Blue Sky Plumbing dated 28 May 2026 for $3,450 to repair the common property hot water system, to be funded from the administrative fund, and authorises the strata manager (or secretary) to sign the contract."
Making motions easier
StrataView lets committee members raise motions directly in the platform, attach supporting documents (like the quote), collect votes from members, and automatically generate compliant minutes the moment a motion is resolved. No manual minute-taking, no lost email threads.