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JT is correct. Only the Committee members get to vote on VOCs. The letters ‘VOC’ stand for Voting Outside of a Committee meeting. The non committee member votes are void and meaningless, just as they would be at any Committee meeting.
The legislation does not say how much notice must be given for the motion or when votes must be made. It is neither incorrect or correct to add a reply date.
If the deadline has been missed then you could contact the other member, make sure that they are on your side, and submit another VOC. Perhaps the other member was away on a break over Christmas and missed the deadline?
You are totally within your rights to chat to the other member about the votes. Committee members can contact one another before or during the vote.
It will cost a little more money with admin and postage etc to hold another VOC. The other owners may need to be reminded in the accompanying cover letter that they do not get to vote on this matter as this is a Committee member decision only, and that with a permissive by-law the Committee cannot unreasonably refuse a request by a person asking for an animal.