Successful Strata Meetings

by StrataPress | Jan 30, 2025 | Self Managed Strata, Strata Living, Strata Management

Successful Strata Meetings: A Guide to Chairing with Confidence

Successful strata meetings are the backbone of any well-run strata corporation. Chairing a meeting can be daunting, whether you’re a manager or a council member in a self-managed strata. While surprises are inevitable, solid preparation and clear documentation can significantly reduce stress and pave the way for efficient, productive meetings.

Types of Meetings

A strata typically hosts a variety of meetings throughout the year, with council meetings, annual general meetings (AGMs), and special general meetings (SGMs) being the most common. Each type of meeting comes with its unique challenges:

Council Meetings: The most frequent type of meeting focuses on operational decisions. They usually run for about two hours and cover old and new business, financial approvals, and correspondence reviews. Keeping the council focused and on track is critical, mainly when guest speakers are involved; otherwise, costly time overruns can occur.
Annual General Meetings (AGMs): Typically held after the strata corporation’s fiscal year-end, AGMs address more significant owner-based decisions such as budget approvals, bylaw amendments, and council elections. These meetings require extensive preparation, from creating budgets to drafting resolutions. They also provide the additional challenges of public speaking, managing a large group of participants, and, occasionally, hosting guest speakers.
Special General Meetings (SGMs): Similar to AGMs, these strata meetings address matters requiring owner votes, such as bylaw changes or financial decisions. Preparation and the ability to handle various owner questions are crucial to success.

The Shift to Virtual Meetings

Since the pandemic, many councils have embraced virtual meetings. With the rise of virtual platforms like Microsoft Teams and Zoom, hosting meetings has become easy and convenient for many. However, mastering technology has become essential for facilitating these meetings effectively. Careful moderation is needed when hosting large-scale meetings such as AGMs or SGMs. In participant-heavy meetings, it may be beneficial to source administrative help from the brokerage or fellow council members.

Keys to Success

Even large-scale strata meetings can feel manageable with proper preparation, solid documentation, effective note-taking, and templates.

Preparation

Preparing and sending the agenda packages in advance is the first step in ensuring the meeting’s success.

Prepare AGM agendas before the fiscal year-end to ensure accurate financials and thorough resolutions.
For SGMs, allow at least 6–8 weeks for preparation and review. These meetings are critical, and errors in the packages can result in voiding essential votes.
Council meeting agendas benefit from an ongoing approach—starting early and storing relevant documents in a centralized location for easy access.
Sending meeting agendas in advance gives participants ample time to review the contents. For council meetings, aim for at least a week ahead to give participants time to review and prepare.
Review agenda packages thoroughly to anticipate and address potential questions, especially those related to financials or quotes.
Ensure guest speakers are reminded of strata meeting details well in advance.

Documentation

The Strata Property Act outlines many of the required documents for AGMs and SGMs. However, adding budget notes can significantly reduce the number of questions on this critical topic. These notes should outline the various line items and the reasoning for the changes.

Resolutions should be written clearly and concisely. Complex resolutions may require additional information through a preamble or extra documentation.
Council meetings require comprehensive documentation, including correspondence, financial statements, and materials for informed decision-making.
Any topic that requires a decision should have some backup documentation, such as quotes or requests for renovations.
StrataPress’s correspondence tool makes printing out correspondence sent between specific dates easy, alleviating the need to search through large correspondence folders.

Minute-Taking

Effective minutes focus on decisions made, actions taken, and essential directives.

Tools like Fathom, an AI-powered platform, can assist with note-taking.
Draft minutes should ideally be completed within a week of the meeting.
A point person on the council should review the draft minutes before making them available to owners.
Always set clear deadlines for council review and adhere to timelines specified in the Strata Property Act.

Templates

Using templates streamlines the process of creating agendas, minutes, and reports, saving time and maintaining consistency.

Many brokerages provide templates, but resources like CHOA can also be valuable.

Successful strata meetings hinge on preparation, organization, and clear communication. Even the most complex meetings can run smoothly by leveraging tools, templates, and proper planning. With these strategies, managers and council members can confidently approach meetings, ensuring productive outcomes for their strata communities.

Written by: Jaclyn Jeffrey

Not Legal Advice - The material provided on the StrataPress website is for general information purposes only. It is not intended to provide legal advice or opinions of any kind and may not be used for professional or commercial purposes. No one should act, or refrain from acting, based solely upon the materials provided on this website, any hypertext links or other general information without first seeking appropriate legal or other professional advice. These materials may have no evidentiary value and should be checked against official sources before they are used for professional or commercial purposes. Your use of these materials is at your own risk.

10 Benefits for Strata Corporations Working with a Professional Strata Management Company

by StrataPress | Jan 8, 2023 | Self Managed Strata, Strata Management

Strata living is a great option for those who want to live in busy areas without the costs of a single residence, and strata owners can benefit from strata management, however for many self-managed strata corporations, the responsibility can become overwhelming. Professional strata management can provide more than just relief – it can also increase the benefits that strata owners experience. From keeping up with changing strata legislation to trimming strata insurance costs to proactively managing issues, a strata manager provides crucial services that ensure strata schemes remain compliant, efficient and up-to-date. This allows strata owners to not only understand their rights in accordance with strata law but also enjoy all its benefits while avoiding costly disputes which often result from self-management. In short, employing a professional strata management company is an effective way of reinstating order within your residential or commercial strata.

1. Increased efficiency: A professional property management company has the experience and resources to handle the day-to-day operations of a strata corporation efficiently, freeing up time for the strata council to focus on long-term planning and decision-making.

Strata living presents wonderful opportunities for residents, but also requires a significant amount of planning and management that strata councils must undertake. For strata owners considering self-management, there can be considerable costs associated with their strata corporation’s operations. Hiring a professional strata management company is a cost-effective way to ensure that strata operations are executed efficiently and smoothly. Such companies have expertise in strata regulations, and important resources including strata lawyers and financial advisors. This allows strata councils to save time and focus on the bigger picture, helping them to make decisions that will benefit the strata owners into the future.

2. Improved communication: A professional property management company can act as a liaison between the strata council and the residents, ensuring that important information is relayed effectively and that residents’ concerns are addressed promptly.

When strata owners are self-managed, attention to communication can be overlooked. Without the expertise of a professional strata management company, strata living costs may increase and strata owners could go without important updates. Professional strata management companies provide an invaluable service as a liaison between strata councils and strata owners, facilitating improved communication resulting in reduced strata costs, clear expectations from strata councils, and increased satisfaction from strata owners.

3. Reduced liability: A professional strata management company can help a strata corporation comply with relevant laws and regulations, reducing the risk of legal issues arising.

By engaging a professional strata management company, strata corporations can protect themselves against liability and manage the risks of legal issues arising. This ensures that the responsibility is effectively managed throughout each step of the process and that strata owners are insured and compliant with all relevant laws and regulations. The comprehensive guidance offered by a professional strata management company provides clarity to the strata owners and reassurance that liability will be reduced or avoided altogether.

4. Enhanced financial management: A professional strata management company can provide financial expertise and assistance with budgeting, billing, and collections, helping the strata corporation to better manage its finances.

Financial management is a critical area of focus for strata corporations and engaging a professional strata company can provide expertise and advice to effectively manage financials. Their services include detailed bookkeeping, accounting, monthly financial statements, including financial tracking and control of budgeting, billing, and collections. Furthermore they can assist with month and year-end financial reporting such as income statements, balance sheets and depreciation reports. This will enable the strata corporation to better understand their financial position as well as plan for future growth or expansion.

5. Increased property value: By maintaining the property to a high standard and addressing any issues promptly, a professional strata management company can help to increase the value of the strata corporation’s assets.

High-quality property management is essential in order to maximize property value and potential resale prices. An experienced strata management firm can assist property owners in understanding how regular maintenance, inspections and assessment play an important role in helping their property retain or even increase its property value over the long-term. With a bit of effort and attention given towards the collection of assets, the property’s owners can benefit from increased property values, adding value for years to come.

6. Better vendor relationships: A professional strata management company has the connections and knowledge to secure competitive rates from vendors and contractors, helping the strata corporation save money on maintenance and repair costs.

Developing and leveraging relationships with vendors is one of the key strategies employed by professional property managers to benefit strata corporations and ultimately save money. By cultivating consistent partnerships with vendors, a business can better negotiate contract terms and rates while saving time on the procurement process. These vendors help provide maintenance and repair services that can assist in avoiding unexpected costs due to degradation, depreciation, or damages caused by neglect. Ultimately, having strong vendor relationships adds value to the bottom line of strata corporations by reducing uncovered losses for each upkeep cycle.

7. Enhanced security: A professional strata management company can implement security measures and protocols to ensure the safety and security of residents and the property.

Property security is an important factor in deterring crime and ensuring the safety and security of all residents. The professional strata management company has the ability to create security patrols, install alarms and access control systems, as well as establish standard operating procedures that protect tenants, visitors, and the property itself. The security team can also identify intruders or trespassers via video cameras placed throughout the complex and can carry out investigations into suspicious activity. In addition, they can maintain security standards among all neighborhoods located within the property to ensure peace of mind for every resident. With enhanced security protocols put in place by a reliable team, residents of any property have nothing to fear when it comes to their safety.

8. Improved resident satisfaction: By addressing residents’ needs and concerns in a timely and effective manner, a professional strata management company can improve overall satisfaction among residents.

Professional strata management companies are in a unique position to help strata owners improve overall satisfaction among residents. Their expertise and years of experience in strata management ensure that their advice is tailored to the needs of strata communities. With an effective time-management system, strata managers can address residents’ concerns quickly and efficiently, satisfying their requirements in a timely manner. Particular attention should also be given to establishing clear communication protocols as early as possible; through regular, open dialogue with residents, strata managers can better understand the issues at hand and provide meaningful solutions. By implementing these strategies, strata owners can rest assured that they are one step closer to improving resident satisfaction.

9. Disaster management: In the event of a natural disaster or other emergency, a professional property management company can help the strata corporation to manage the situation effectively and minimize disruption.

The fast response of a professional strata management company in the face of any natural disaster or emergency can make all the difference. From wildfires and earthquakes, to floods and other occurrences, a well-constructed disaster plan will help to minimize disruption and alleviate stress for everyone involved. Professional strata management teams understand the importance of staying up-to-date on relevant insurance and compliance regulations, while they are able to manage any crisis that arises in an efficient manner. With their expertise and fast response time, strata management companies provide invaluable peace of mind for strata corporations looking to be prepared for any situation.

10. Expertise and knowledge: A professional property management company has the expertise and knowledge to provide guidance and support to the strata council on a wide range of issues, from maintenance and repair to legal and financial matters.

Working with a professional strata management company provides expertise and knowledge that the strata council otherwise may not have. Experience, resources and expertise are invaluable advantages that any company must take into consideration when using a provider of services. A professional strata management team supplies expertise in all areas from legal advice to maintaining and repairing buildings, as well as elements of finance and accounting. Utilizing the expertise that they offer will help the strata stay organized while making prudent decisions by understanding the overall cost-benefit analysis of potential resolutions to problems. A professional team works with both understanding and pragmatism towards finding solutions and helping ensure all regulations are adhered to responsibly, ultimately enhancing your property experience as it pertains to working with and maintaining properties successfully.

Not Legal Advice - The material provided on the StrataPress website is for general information purposes only. It is not intended to provide legal advice or opinions of any kind and may not be used for professional or commercial purposes. No one should act, or refrain from acting, based solely upon the materials provided on this website, any hypertext links or other general information without first seeking appropriate legal or other professional advice. These materials may have no evidentiary value and should be checked against official sources before they are used for professional or commercial purposes. Your use of these materials is at your own risk.

5 Benefits to Being a Self-Managed Strata Corporation

by StrataPress | Nov 5, 2022 | Self Managed Strata, Strata Living

A self-managed strata corporation is a type of strata property where the owners of the units within the complex take on the responsibilities of managing the property themselves, rather than hiring a professional management company or an individual manager. This can include tasks such as handling maintenance and repairs, collecting strata fees, enforcing bylaws, and communicating with owners.

A self-managed strata corporation can be a good option for smaller strata corporations with a supportive and engaged group of owners who are willing to take on the additional responsibilities. However, it can also be more time-consuming and may require a greater time commitment from the owners, particularly if the strata corporation is larger or more complex.

1. Cost savings: With a self-managed strata corporation, the costs associated with hiring a professional strata management company can be avoided, which can lead to significant cost savings for the strata corporation.

Strata living often comes with additional costs, but strata owners can take advantage of cost savings by choosing to self-manage their strata corporation. This can be a daunting task for strata owners who lack knowledge of strata-specific legislation and regulations, but those that are determined to go ahead can save significant amounts of money in the long run. By taking the responsibility of strata management into their own hands strata owners have full control over decisions and associated costs, resulting in potentially significant savings.

2. Greater control: Being self-managed allows the strata corporation to have greater control over the day-to-day operations and decision-making processes, as well as the ability to respond more quickly to any issues that may arise.

Self-managed strata living is advantageous for strata owners, as it allows strata corporations to have greater control over their decisions and operations. Since strata owners are in charge of setting up their strata council , they can tailor its structure to fit their needs and ensure that the strata operates efficiently. Additionally, self-managed strata helps strata owners manage costs since they decide when and how service providers can be used. By opting for self-management, strata owners actively partake in the decision-making process, allowing them to make well-informed choices that will most benefit their community.

3. Improved communication: A self-managed strata corporation may have better communication among the owners, as they are all actively involved in the management and decision-making process.

Strata living can be complex, as strata owners shoulder responsibility for the costs and management of the strata corporation. However, self-managed strata corporations may provide improved communication among strata owners since they are actively involved in decision-making. With strata owners taking ownership of the strata management tasks and decisions, those same owners have a better understanding of what needs to be done, and more invested in seeing it done accurately and promptly. Improved communication between strata owners is a valuable outcome of self-managed strata board involvement in decision-making and management.

4. Enhanced sense of community: Being self-managed can foster a sense of community among the owners, as they are all working together to manage and maintain their shared property.

Strata living presents an often more attractive property ownership option, despite higher strata fees, as strata owners benefit from a sense of shared community within the strata. For strata owners wishing to gain further control over their strata and reap the benefits associated with self-managed strata management, they will come to experience a renewed sense of comradery within their block; as they all work towards achieving the common goal of maintaining and improving their strata and its surrounding environment.

5. Increased accountability: With a self-managed strata corporation, the owners are directly responsible for the management of the property, which can increase accountability and ensure that things are being run efficiently and effectively.

Strata living can come with a number of costs that owners must manage to ensure common areas, insurance and strata fees are covered. One way strata owners can take full advantage of their strata management is by becoming a self-managed strata corporation. By taking on all strata management responsibilities, strata owners increase accountability and guarantee a level of efficiency that would not be available with outside strata management services. This process may require more work initially, but it is likely the long term costs for the strata corporation will be lower and those savings will go directly to the strata owners.

A self-managed strata corporation can be a great option for smaller complexes with engaged owners who are willing to take on additional responsibilities. It provides greater control over day-to-day operations and decision making processes while also reducing costs associated with hiring professional management services. Moreover, it can foster a sense of community within the complex while providing access to information that would otherwise not be available through professional management companies. If you’re considering taking on this responsibility, research your options carefully before making any decisions so you can ensure that your self-managed strata corporation will be successful!

Not Legal Advice - The material provided on the StrataPress website is for general information purposes only. It is not intended to provide legal advice or opinions of any kind and may not be used for professional or commercial purposes. No one should act, or refrain from acting, based solely upon the materials provided on this website, any hypertext links or other general information without first seeking appropriate legal or other professional advice. These materials may have no evidentiary value and should be checked against official sources before they are used for professional or commercial purposes. Your use of these materials is at your own risk.