Quick answer
A strata committee meeting minutes template records the meeting details, attendance and apologies, business arising from previous minutes, the exact wording of each motion with its result, and a list of action items with owners and due dates. Draft it as soon as possible after the meeting and distribute it promptly.
Secretaries writing up a committee meeting, and strata managers producing minutes on the committee's behalf for review before distribution.
The template
Select the text below and copy it into your own document, or print this page.
STRATA COMMITTEE MEETING MINUTES Scheme / plan number: ____ Scheme name / address: ____ Meeting type: Committee meeting Date: ____ Location / video link: ____ Meeting opened at: ____ ATTENDANCE Present: ____ Apologies: ____ Chairperson: ____ Minutes taken by: ____ 1. PREVIOUS MINUTES Minutes of the meeting held on ____ confirmed as a true record: Yes / No / Amended Notes on amendment (if any): ____ 2. BUSINESS ARISING ____ 3. CORRESPONDENCE Received: ____ Sent: ____ 4. REPORTS Maintenance and work order update: ____ Compliance register update: ____ 5. MOTIONS AND DECISIONS Motion 1: ____ Moved by: ____ Seconded by: ____ Discussion (brief): ____ Result: Carried / Not carried — For: __ Against: __ Abstain: __ Motion 2: ____ Moved by: ____ Seconded by: ____ Discussion (brief): ____ Result: Carried / Not carried — For: __ Against: __ Abstain: __ 6. GENERAL BUSINESS ____ 7. ACTION ITEMS Action: ____ — Owner: ____ — Due date: ____ Action: ____ — Owner: ____ — Due date: ____ Action: ____ — Owner: ____ — Due date: ____ 8. NEXT MEETING Date: ____ Time: ____ Location: ____ Meeting closed at: ____ Minutes distributed to committee on: ____
How to fill it in
Meeting details
Match this section to the agenda so the minutes can be read alongside it — same scheme details, same numbering.
- Scheme / plan number: ____
- Meeting type: Committee meeting
- Date: ____
- Location / video link: ____
- Meeting opened at: ____
Attendance and apologies
Record exactly who attended, who sent apologies, and who chaired and minuted the meeting — this matters if quorum or authority is ever questioned later.
- Present: ____
- Apologies: ____
- Chairperson: ____
- Minutes taken by: ____
Previous minutes and business arising
Confirm the last meeting's minutes were accepted, and note anything still outstanding from them.
- Minutes of meeting held on ____ confirmed as a true record: Yes / No / Amended
- Business arising: ____
Reports
Capture any standing reports briefly, with a note of where the full detail is held if it's lengthy.
- Maintenance and work order update: ____
- Compliance register update: ____
Motions and decisions
This is the most important section. Record the exact wording of each motion, who moved and seconded it where relevant, and the result.
- Motion 1: ____
- Moved by: ____ Seconded by: ____
- Result: Carried / Not carried — For: __ Against: __ Abstain: __
- Motion 2: ____
- Moved by: ____ Seconded by: ____
- Result: Carried / Not carried — For: __ Against: __ Abstain: __
Action items and next meeting
List every action item with an owner and a due date, not just what was discussed — this is what makes minutes useful between meetings.
- Action: ____ — Owner: ____ — Due: ____
- Action: ____ — Owner: ____ — Due: ____
- Next meeting date: ____
- Meeting closed at: ____
Minutes are a record, not a transcript
Committee meeting minutes exist to record what was decided, not to capture every word said. A good set of minutes lets someone who wasn't in the room understand exactly what was resolved, who is responsible for follow-up, and by when — without needing a play-by-play of the discussion that got there.
Structure minutes to match the agenda
If the agenda numbered an item "6.2 — Roof repair quote", the minutes should reference the same number. This makes it far easier to cross-check what was discussed against what was planned, and it means anyone searching back through old minutes for a particular decision doesn't have to read every line to find it.
Record motions precisely
The most important content in any set of minutes is the exact wording of each motion and its result. Write the motion as it was actually put to the vote — including any amendments made from the floor — and record the outcome clearly: carried or not carried, and the vote count if that matters for your scheme's rules. "Agreed to proceed with roof repairs" is not the same as recording the actual motion and the vote against it.
Keep discussion notes brief
Some discussion detail is useful context, but minutes that try to capture every comment become long, hard to read, and more likely to contain something contentious that didn't need to be recorded. A line or two on the substance of the discussion is usually enough; the decision itself is what matters most.
Action items are what make minutes useful
Minutes that only record what was discussed are far less useful than minutes that also list what happens next. Every action item should have an owner and a due date. Without this, action items tend to get raised again at the next meeting having gone nowhere in between.
Draft promptly and distribute without delay
Draft the minutes as close to the meeting as possible, while the discussion is still fresh and before recollections start to drift. Have the chair review the draft, then distribute it to the committee — and to owners where your scheme's practice or legislation calls for that — without unnecessary delay.
Common mistakes to avoid
- Recording an outcome without the exact wording of the motion
- Vague action items with no owner or due date
- Long narrative sections that read like a transcript
- Minutes sitting in draft for weeks before distribution
- Losing track of which minutes were formally confirmed at the next meeting
How Flex Strata helps
Flex Strata's meetings tool lets you draft minutes directly against the agenda used, record each motion with its result, and automatically turn agreed action items into tracked tasks with owners and due dates — so nothing needs to be retyped into a separate action list after the meeting.
Doing this in Flex Strata
Flex Strata's meetings tool drafts minutes against the same agenda structure used for the meeting, records each motion and its result, and turns agreed action items straight into tracked tasks with owners and due dates.
Common follow-up questions
Related answers
Cite this page
Flex Strata (2026). Committee Meeting Minutes Template. Flex Strata by Strata Pages. https://app.flexstrata.com.au/templates/committee-meeting-minutes-template
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