Guidelines for Conducting Trustee Meetings

In our continued effort to uphold the principles of fairness and transparency as mandated by the Sectional Title Schemes Management Act (STSMA) and the Prescribed Management Rules (PMR), this communication serves to remind and guide our Chairpersons on the pivotal role they play during Trustee meetings.

Role of the Chairperson:

The Chairperson's primary responsibility is to steer the Board of Trustees towards effective decision-making that aligns with the best interests of the body corporate. The Chairperson should not only manage meetings with impartiality but also ensure that all trustees have an equal opportunity to contribute to discussions.

Conducting Open and Fair Meetings:

Equal Participation:

• Encourage all trustees to voice their opinions and contribute their knowledge.
• Respect Trustee opinion and the voting procedure – majority vote rule.
• Facilitate discussions in a manner that allows for a variety of perspectives to be heard and considered.
• Ensure that all decisions are reached through collective agreement among trustees.

Transparency:

• Share meeting agendas in advance to prepare trustees for a productive discussion.
• Give 7 days’ notice for trustees meetings – PMR 11(1) or in case of emergencies then short notice.
• Keep comprehensive minutes that accurately reflect the deliberations and resolutions of the board.
• Make meeting minutes readily accessible to all members of the body corporate, respecting confidentiality where necessary.

Setting Aside Personal Agendas:

• Remain neutral and unbiased, abstaining from letting personal relationships or interests influence the chairing of the meeting.
• Address conflicts of interest openly and ensure they are resolved in accordance with the STSMA and PMR.

Adherence to Legal Frameworks:

• Conduct all meetings and decision-making processes in line with the legal provisions outlined in the STSMA and the PMR.
• Consult the Act, rules, Managing Agent or a legal advisor when in doubt about procedural matters to avoid any breaches of governance.

Benefits to the Body Corporate:

By adhering to these guidelines, the Chairperson will foster a culture of trust and collaboration within the board, significantly enhancing the collective efficacy of the trustees. This approach not only strengthens the governance of the body corporate but also promotes a harmonious residential community.

Conclusion:

The role of a chairperson is not to lead the trustees but to guide them towards reaching informed and fair decisions beneficial to the entire body corporate. By promoting open participation and setting aside personal biases, the Chairperson upholds the spirit of the STSMA and PMR, ensuring that the management of the body corporate remains transparent, fair, and effective.

We trust that the Chairpersons will continue to embody these principles in all their conduct and urge all trustees to support him/her in their endeavours.

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