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Sometimes it is necessary to make decisions between meetings. The issue with these decisions is transparency.
In QLD we have something called a “Flying Minute” (also termed a Vote Outside a Committee Meeting or VOC) which allows decisions to be made by the EC between meetings.
It is expected that FMs would be used in limited circumstances only and where the decision was of an important and urgent nature.
To maintain transparency the requirements are as follows: The QLD legislation does not say how much notice must be given for the motion or when votes must be made. Voting is conducted by email with a YES or NO answer. Motions will be accepted if agreed to by a simple majority of the EC. Copies of the email responses will be printed and kept as a record. As soon as possible after the motion has been given to the committee, it must be provided to lot owners. A record of the motion voted on must be given to all committee members and all owners within 21 days after the motion is decided. At the EC Meeting following the FM the motion and the outcome must be noted and recorded in the Minutes.
In an emergency, notice of the motion only needs to be given to those committee members that it is reasonably practical to contact.Votes can be made verbally or in some other form. Advice of the motion can be given to owners when it is reasonably practical to do so. Any motion voted on outside a committee meeting must be confirmed at the next committee meeting.