sec.71Minutes and other records of committee

### sec.71 Minutes and other records of committee 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owner does not wish to be given copies of— the minutes of committee meetings; or the records of motions; and has not withdrawn the instruction.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 58 (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 218 ; or if the person is not a lot owner—in a way mentioned in section 221 (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 58 (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 58 (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 58 (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 58A 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 58 (6) ; or taken to be not agreed to under section 58 (7) ; or taken to be agreed to under section 58A (4) or 69 (3) (b) ; and if the motion was submitted by a member of a body corporate under section 58 (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 58 (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 58 (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 58A and approval was given—any conditions imposed by the committee on the approval; and if notice of the motion is given under section 68 , 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 71 amd 2024 SL No. 40 s 64 (sec.71-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.71-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.71-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.71-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 58 (6) applies—the day the committee decided the subsection applies. (sec.71-ssec.5) Also, the copy must be given— if the person is a lot owner—as provided under section 218 ; or if the person is not a lot owner—in a way mentioned in section 221 (2) . (sec.71-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 58 (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 58 (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 58 (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 58A 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 58 (6) ; or taken to be not agreed to under section 58 (7) ; or taken to be agreed to under section 58A (4) or 69 (3) (b) ; and if the motion was submitted by a member of a body corporate under section 58 (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 58 (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 58 (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 58A and approval was given—any conditions imposed by the committee on the approval; and if notice of the motion is given under section 68 , 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. - (a) full and accurate minutes of its meetings are taken; and - (b) a full and accurate record of motions is kept. - (a) each member of the committee; - (b) each owner of a lot who is not a member of the committee. - (a) has given the secretary a written notice instructing the secretary that the owner does not wish to be given copies of— (i) the minutes of committee meetings; or (ii) the records of motions; and - (i) the minutes of committee meetings; or - (ii) the records of motions; and - (b) has not withdrawn the instruction. - (i) the minutes of committee meetings; or - (ii) the records of motions; and - (a) for a copy of minutes of a meeting—the holding of the meeting; or - (b) for a copy of a record of motions— (i) the deciding of the motion; or (ii) the day the motion is taken to be not agreed to; or (iii) if the committee must not decide the motion because section 58 (6) applies—the day the committee decided the subsection applies. - (i) the deciding of the motion; or - (ii) the day the motion is taken to be not agreed to; or - (iii) if the committee must not decide the motion because section 58 (6) applies—the day the committee decided the subsection applies. - (i) the deciding of the motion; or - (ii) the day the motion is taken to be not agreed to; or - (iii) if the committee must not decide the motion because section 58 (6) applies—the day the committee decided the subsection applies. - (a) if the person is a lot owner—as provided under section 218 ; or - (b) if the person is not a lot owner—in a way mentioned in section 221 (2) . - (a) the animal’s species; - (b) if relevant—the breed of the animal; - (c) the animal’s sex; - (d) the animal’s name. - (a) the date, time and place of the meeting; - (b) the names of persons present and details of the capacity in which they attended the meeting; - (c) details of proxies tabled; - (d) for a motion submitted by a member of the body corporate under section 58 (2) — (i) when the motion was submitted to the secretary; and (ii) the name of the member of the body corporate who submitted the motion; and (iii) if, under section 58 (6) , the motion was not decided by the committee—the reason why it was not decided; and (iv) details of any notice given to the member under section 58 (3) (b) ; - (i) when the motion was submitted to the secretary; and - (ii) the name of the member of the body corporate who submitted the motion; and - (iii) if, under section 58 (6) , the motion was not decided by the committee—the reason why it was not decided; and - (iv) details of any notice given to the member under section 58 (3) (b) ; - (e) for a motion in relation to a request for approval to keep or bring an animal on a lot or common property— (i) the day the request was made to the committee; and (ii) if known—the details of the animal the subject of the request; and (iii) if the motion was decided under section 58A and approval was given—any conditions imposed by the committee on the approval; - (i) the day the request was made to the committee; and - (ii) if known—the details of the animal the subject of the request; and - (iii) if the motion was decided under section 58A and approval was given—any conditions imposed by the committee on the approval; - (f) for each motion voted on at the meeting— (i) the words of the motion; and (ii) the number of votes for and against the motion; - (i) the words of the motion; and - (ii) the number of votes for and against the motion; - (g) details of correspondence, reports, notices or other documents tabled; - (h) the time the meeting closed; - (i) if another meeting is scheduled—the details of the next meeting; - (j) the secretary’s name and contact address. - (i) when the motion was submitted to the secretary; and - (ii) the name of the member of the body corporate who submitted the motion; and - (iii) if, under section 58 (6) , the motion was not decided by the committee—the reason why it was not decided; and - (iv) details of any notice given to the member under section 58 (3) (b) ; - (i) the day the request was made to the committee; and - (ii) if known—the details of the animal the subject of the request; and - (iii) if the motion was decided under section 58A and approval was given—any conditions imposed by the committee on the approval; - (i) the words of the motion; and - (ii) the number of votes for and against the motion; - (a) of each motion that is— (i) voted on other than at a meeting; or (ii) not decided under section 58 (6) ; or (iii) taken to be not agreed to under section 58 (7) ; or (iv) taken to be agreed to under section 58A (4) or 69 (3) (b) ; and - (i) voted on other than at a meeting; or - (ii) not decided under section 58 (6) ; or - (iii) taken to be not agreed to under section 58 (7) ; or - (iv) taken to be agreed to under section 58A (4) or 69 (3) (b) ; and - (b) if the motion was submitted by a member of a body corporate under section 58 (2) , that includes— (i) the words of the motion; and (ii) the date the notice was submitted to the secretary; and (iii) the name of the member who submitted the motion; and (iv) if, under section 58 (6) , the motion was not decided by the committee—the reason why it was not decided; and (v) details of any notice given to the member under section 58 (3) (b) ; and - (i) the words of the motion; and - (ii) the date the notice was submitted to the secretary; and - (iii) the name of the member who submitted the motion; and - (iv) if, under section 58 (6) , the motion was not decided by the committee—the reason why it was not decided; and - (v) details of any notice given to the member under section 58 (3) (b) ; and - (c) for a motion in relation to a request for approval to keep or bring an animal on a lot or common property, that includes— (i) the day the request was made to the committee; and (ii) if known—the details of the animal the subject of the request; and (iii) if the motion was decided under section 58A and approval was given—any conditions imposed by the committee on the approval; and - (i) the day the request was made to the committee; and - (ii) if known—the details of the animal the subject of the request; and - (iii) if the motion was decided under section 58A and approval was given—any conditions imposed by the committee on the approval; and - (d) if notice of the motion is given under section 68 , that includes— (i) the words of the motion; and (ii) the date the notice was given; and (iii) the names of the committee members to whom the notice was given; and - (i) the words of the motion; and - (ii) the date the notice was given; and - (iii) the names of the committee members to whom the notice was given; and - (e) if the motion was voted on, that includes— (i) the names of the committee members who voted on the motion; and (ii) the number of votes for and against the motion. - (i) the names of the committee members who voted on the motion; and - (ii) the number of votes for and against the motion. - (i) voted on other than at a meeting; or - (ii) not decided under section 58 (6) ; or - (iii) taken to be not agreed to under section 58 (7) ; or - (iv) taken to be agreed to under section 58A (4) or 69 (3) (b) ; and - (i) the words of the motion; and - (ii) the date the notice was submitted to the secretary; and - (iii) the name of the member who submitted the motion; and - (iv) if, under section 58 (6) , the motion was not decided by the committee—the reason why it was not decided; and - (v) details of any notice given to the member under section 58 (3) (b) ; and - (i) the day the request was made to the committee; and - (ii) if known—the details of the animal the subject of the request; and - (iii) if the motion was decided under section 58A and approval was given—any conditions imposed by the committee on the approval; and - (i) the words of the motion; and - (ii) the date the notice was given; and - (iii) the names of the committee members to whom the notice was given; and - (i) the names of the committee members who voted on the motion; and - (ii) the number of votes for and against the motion.