Informal SC Meetings

The Strata Committee at my strata have over the last several months have met on an “informal basis”, (no Agenda & Minutes) and it is understood they decided to upgrade / improve the strata gardens, (which has been completed) – presumably by the Secretary advising the Strata Manager to arrange the work / pay the related account. (Cost not known)

One SC member sought out Quotes to replace (not repair) all the strata balconies and the SC (at an informal meeting) settled on one quote only to present to the Owners Corporation for their approval, along with a Special Levy to cover the cost.

It is understood the Strata Manager was present at that “informal” SC meeting and following it called an EGM and listed the Replacement Balcony & Special Levy motions.

The balcony motion was a “Special Resolution” (involved a change to the outside if the building) however the matter was not resolved at the EGM, and will be re-visited once additional information (an Engineers report) is to hand, to validate if the change is “necessary”.  Maintenance maybe all that is needed. One SC member is understood to be in favour of replacing the balconies to increase the value of the Lots.

There was a note in the last AGM (6 months ago) under “General Business” that balcony work was “necessary”, and of the people attending, all but 1 were SC members, and it would likely have been their assertion. 

Also at the EG Meeting the issue of “formal” and “informal” SC meetings was raised, with the Strata Manager stating that most routine things arising would be handled by “Informal SC Meetings / SC member contact”, and that is how the SC would operate, and if any matter required a “formal SC meeting”, a “formal meeting” would be called. 

While most lot owners agreed informal meetings with instructions being passed to the Strata Manager to implement (via their Delegated Authority) appropriate for minor issues, some considered quotes for new balconies & spending matters like garden improvement & balcony replacement are likely be of a nature that would fall into a category where a “formal SC meeting with minutes” was probably the correct procedure, but were not sufficiently informed to know for certain. 

It was recognised that at an “Informal Meeting” if “Important matters” were considered, there is no opportunity for Lot owners (30% or more who could object) to know about the matter or to object.

In this case knowledge of the quotes having been obtained & the proposed Motions for the EGM, was not known in advance by interested Lot owner’s prior until getting the EGM agenda.

So, are “informal meetings” as described above (garden improvements & balcony replacement) appropriate or should they have been “formal Meetings”?

Any advice would be appreciated.