Committee members give their time to look after everyone’s building. Clearview’s role is to make that work easier and more confident. Every meeting arrives with the information needed to decide, every decision is carried out, and every member understands their role.
How Clearview supports the committee
Before every meeting, the committee receives a detailed agenda with the supporting information for each item, such as quotes reviewed against a scope and the latest financial report.
Whether the question is about the rules or a construction issue, the answer comes in plain words.
Once a motion is passed, Clearview acts on it: engaging trades, updating records or issuing notices, and reports back at the next meeting.
Clearview helps resolve disagreements calmly, before they grow.
New members are guided through their rights and responsibilities.
Rolls, registers and meeting documents are kept accurately and are available in the portal.
What each committee role does
A committee must have at least 3 voting members, including a chairperson, secretary and treasurer (Standard Module s 9), and is chosen at each annual general meeting (Standard Module s 13). The Small Schemes Module is different, and its committee is set out in that module.
Chairs every committee meeting and general meeting at which they are present (Standard Module ss 59, 97), and works with Clearview to see that resolutions are carried out.
Gives notice of committee meetings at least 7 days ahead (or 2 days where all voting members agree) and of general meetings at least 21 days ahead (Standard Module ss 55, 91), and sees that minutes are given to members and owners within 21 days (Standard Module ss 71, 117).
Oversees the annual budget for the administrative fund and the sinking fund, in line with the ten-year maintenance forecast, and reviews the monthly financial report.
Each voting member has one vote, and a motion is decided by a majority of the votes cast (Standard Module s 65). There is no casting vote.
The committee’s duties, in plain words
The committee must act reasonably in making a decision (BCCM Act s 100(5)). Every voting member must act honestly and fairly, act in the best interests of the body corporate unless it is unlawful to do so, and disclose any conflict of interest to the committee (BCCM Act sch 1A). A member with an interest that could conflict, such as a relationship with a tradesperson being considered, must disclose it and is not entitled to vote on a motion involving that issue (Standard Module s 66).
A committee member is not civilly liable for an act done, or an omission made, in good faith and without negligence in performing their role (BCCM Act s 101A(1)). Good evidence is the best protection. Before a major repair is approved, Clearview puts the engineering report and the scope of works in front of the committee, so every decision is well informed and well recorded.
The committee cannot spend above its spending limit unless the owners authorise it by ordinary resolution, or in the other limited cases the law sets out, such as complying with an order or statutory notice, or putting insurance in place (Standard Module s 172).