sec.35Minutes and other records of committee [ SM, s 71 ]

sec.35 Minutes and other records of committee [ SM, s 71 ]

The committee must ensure— full and accurate minutes of its meetings are taken; and a full and accurate record of motions is kept. The secretary must give a copy of the minutes of each meeting and a copy of the record of motions for each motion to the following persons— each member of the committee; each owner of a lot who is not a member of the committee. Subsection (2) (b) does not apply to an owner of a lot who— has given the secretary a written notice instructing the secretary that the owner does not wish to be given copies of— the minutes of committee meetings; or the records of motions; and has not withdrawn the instruction. The copy must be given to the person within 21 days after— for a copy of minutes of a meeting—the holding of the meeting; or for a copy of a record of motions— the deciding of the motion; or the day the motion is taken to be not agreed to; or if the committee must not decide the motion because section 22 (6) applies—the day the committee decided the subsection applies. Also, the copy must be given— if the person is a lot owner—as provided under section 165 ; or if the person is not a lot owner—in a way mentioned in section 167 (2) . In this section— details , of an animal, means the following information— the animal’s species; if relevant—the breed of the animal; the animal’s sex; the animal’s name. full and accurate minutes , of a meeting, means minutes that include all of the following information— the date, time and place of the meeting; the names of persons present and details of the capacity in which they attended the meeting; details of proxies tabled; for a motion submitted by a member of the body corporate under section 22 (2) — when the motion was submitted to the secretary; and the name of the member of the body corporate who submitted the motion; and if, under section 22 (6) , the motion was not decided by the committee—the reason why it was not decided; and details of any notice given to the member under section 22 (3) (b) ; for a motion in relation to a request for approval to keep or bring an animal on a lot or common property— the day the request was made to the committee; and if known—the details of the animal the subject of the request; and if the motion was decided under section 22A and approval was given—any conditions imposed by the committee on the approval; for each motion voted on at the meeting— the words of the motion; and the number of votes for and against the motion; details of correspondence, reports, notices or other documents tabled; the time the meeting closed; if another meeting is scheduled—the details of the next meeting; the secretary’s name and contact address. record of motions means a record— of each motion that is— voted on other than at a meeting; or not decided under section 22 (6) ; or taken to be not agreed to under section 22 (7) ; or taken to be agreed to under section 22A (4) or 33 (3) (b) ; and if the motion was submitted by a member of a body corporate under section 22 (2) , that includes— the words of the motion; and the date the notice was submitted to the secretary; and the name of the member who submitted the motion; and if, under section 22 (6) , the motion was not decided by the committee—the reason why it was not decided; and details of any notice given to the member under section 22 (3) (b) ; and for a motion in relation to a request for approval to keep or bring an animal on a lot or common property, that includes— the day the request was made to the committee; and if known—the details of the animal the subject of the request; and if the motion was decided under section 22A and approval was given—any conditions imposed by the committee on the approval; and if notice of the motion is given under section 32 , that includes— the words of the motion; and the date the notice was given; and the names of the committee members to whom the notice was given; and if the motion was voted on, that includes— the names of the committee members who voted on the motion; and the number of votes for and against the motion. s 35 amd 2024 SL No. 40 s 23 (sec.35-ssec.1) The committee must ensure— full and accurate minutes of its meetings are taken; and a full and accurate record of motions is kept. (sec.35-ssec.2) The secretary must give a copy of the minutes of each meeting and a copy of the record of motions for each motion to the following persons— each member of the committee; each owner of a lot who is not a member of the committee. (sec.35-ssec.3) Subsection (2) (b) does not apply to an owner of a lot who— has given the secretary a written notice instructing the secretary that the owner does not wish to be given copies of— the minutes of committee meetings; or the records of motions; and has not withdrawn the instruction. (sec.35-ssec.4) The copy must be given to the person within 21 days after— for a copy of minutes of a meeting—the holding of the meeting; or for a copy of a record of motions— the deciding of the motion; or the day the motion is taken to be not agreed to; or if the committee must not decide the motion because section 22 (6) applies—the day the committee decided the subsection applies. (sec.35-ssec.5) Also, the copy must be given— if the person is a lot owner—as provided under section 165 ; or if the person is not a lot owner—in a way mentioned in section 167 (2) . (sec.35-ssec.6) In this section— details , of an animal, means the following information— the animal’s species; if relevant—the breed of the animal; the animal’s sex; the animal’s name. full and accurate minutes , of a meeting, means minutes that include all of the following information— the date, time and place of the meeting; the names of persons present and details of the capacity in which they attended the meeting; details of proxies tabled; for a motion submitted by a member of the body corporate under section 22 (2) — when the motion was submitted to the secretary; and the name of the member of the body corporate who submitted the motion; and if, under section 22 (6) , the motion was not decided by the committee—the reason why it was not decided; and details of any notice given to the member under section 22 (3) (b) ; for a motion in relation to a request for approval to keep or bring an animal on a lot or common property— the day the request was made to the committee; and if known—the details of the animal the subject of the request; and if the motion was decided under section 22A and approval was given—any conditions imposed by the committee on the approval; for each motion voted on at the meeting— the words of the motion; and the number of votes for and against the motion; details of correspondence, reports, notices or other documents tabled; the time the meeting closed; if another meeting is scheduled—the details of the next meeting; the secretary’s name and contact address. record of motions means a record— of each motion that is— voted on other than at a meeting; or not decided under section 22 (6) ; or taken to be not agreed to under section 22 (7) ; or taken to be agreed to under section 22A (4) or 33 (3) (b) ; and if the motion was submitted by a member of a body corporate under section 22 (2) , that includes— the words of the motion; and the date the notice was submitted to the secretary; and the name of the member who submitted the motion; and if, under section 22 (6) , the motion was not decided by the committee—the reason why it was not decided; and details of any notice given to the member under section 22 (3) (b) ; and for a motion in relation to a request for approval to keep or bring an animal on a lot or common property, that includes— the day the request was made to the committee; and if known—the details of the animal the subject of the request; and if the motion was decided under section 22A and approval was given—any conditions imposed by the committee on the approval; and if notice of the motion is given under section 32 , that includes— the words of the motion; and the date the notice was given; and the names of the committee members to whom the notice was given; and if the motion was voted on, that includes— the names of the committee members who voted on the motion; and the number of votes for and against the motion.