Running a Live Meeting

Meeting Management allows Strata Managers to run meetings directly within the Portal. During a live meeting, you can record attendance, manage voting, record committee nominations, capture notes and tasks, and finalise motion resolutions.

Before You Begin

Before starting a meeting:

• The meeting agenda must have been issued.
• The meeting must be in an Upcoming status.
• Any pre-meeting voting should be complete.

Start a Meeting

The Start Meeting button becomes available up to 30 minutes before the scheduled meeting start time.

To start a meeting:

1. Open the meeting.
2. Click Start Meeting.

Once started, the meeting status changes to In Progress.

Take Attendance

Attendance should be recorded before progressing through motions.

To record attendance:

1. Click Take Attendance.
2. Search for an attendee if required.
3. Select the appropriate attendance status.

Attendance options include:

• Apology
• In-Person
• By-Proxy
• Not Marked

Any attendee who has not been assigned a status will remain as Not Marked.

Any attendee who has pre-voted or online votes will be marked as In-Person automatically.

Add Additional Attendees

Additional attendees can be recorded if required.

To add an attendee:

1. Select Add Attendee.
2. Enter the attendee details.
3. Save the record.

Additional attendees will be included in the meeting attendance register.

Edit Attendees

Attendance records can be updated throughout the meeting.

For example, you may need to:

• Change an attendance status.
• Update attendee details.
• Correct financial status.

Record Proxy Attendance

Where a proxy has been appointed, the proxy can be recorded against the relevant owner or lot.

Proxy information submitted before the meeting will already be available for review.

Additional proxy information can be recorded if required.

• Click the 3 dots next to the owner's attendance
• Click Add Proxy.
• Add proxy details

Review Voting Information

Before progressing through motions, you can review any votes already received.

• Click All voters under the resolution buttons

This includes:

• Pre-meeting votes
• Online votes submitted during the meeting

Voting information updates automatically as votes are received.

Votes cast during the meeting can be reset if required by clicking Reset Votes. This won't include pre-votes.

Manage Financial Status

Where financial eligibility rules apply, attendee financial status is displayed within the attendance and voting screens.

This helps identify whether an attendee is eligible to vote.

Override a Financial Status

If required, financial status can be overridden during the meeting.

This may be used where additional information has been received or where eligibility has been confirmed outside the system.

Only authorised users should override a financial status.

Progress Through Motions

As the meeting proceeds, motions can be reviewed and resolved individually.

For each motion:

1. Review any votes received.
2. Record any discussion notes.
3. Confirm the motion outcome.
4. Move to the next motion.

Vote on Behalf of an Owner

Where permitted, votes can be recorded on behalf of eligible attendees.

To record a vote:

1. Click Vote on behalf.
2. Select the attendee.
3. Record the vote outcome.
4. Save the vote.

Votes entered by the meeting organiser are included in the final voting results.

View Pre-Meeting and Online Votes

Where voting has been enabled:

• Pre-meeting votes are displayed when the motion is opened.
• Online votes are displayed in real time as owners submit them.

This allows the meeting organiser to monitor participation throughout the meeting.

Resolve a Motion

Once voting has concluded:

1. Review the final voting outcome.
2. Select the motion result.

Available outcomes include:

• Resolved
• Defeated
• Deferred

The selected outcome is used when generating the meeting minutes.

Move to the Next Motion

After recording the outcome:

1. Click Next agenda item.
2. Review the next agenda item.
3. Repeat the voting process.

Continue until all agenda items have been completed.

Manage Committee Nominations

Committee nomination motions allow nominees and voting outcomes to be recorded during the meeting.

To manage nominations:

1. Open the committee nomination motion.
2. Review submitted nominations.
3. Add any additional nominations received during the meeting by clicking the 3 dot menu and selecting Record nominations.
4. Click Record votes once all nominations are in.
5. Click Set Positions and enter the number of available permissions
6. Record votes cast for each nominee
7. Click Record votes.

Use Additional Meeting Actions

Additional actions are available throughout the meeting to assist with record keeping and meeting administration.

Add Notes

Notes can be recorded against individual motions.

Use notes to capture:

• Discussion points
• Clarifications
• Additional context

Notes are available when finalising the meeting minutes.

Create Tasks

Tasks can be created directly from motions or meeting discussions.

Tasks help track actions arising from the meeting.

Tasks can be assigned and managed after the meeting has concluded.

Request a Poll Vote

Where required, a poll vote can be initiated for the current motion.

Poll voting requests submitted by owners are displayed for review by the meeting organiser.

The organiser can determine whether the request will proceed.

The meeting count will then use the unit entitlements of eligible voters.

Request a Secret Ballot

Where required, a secret ballot can be initiated for the current motion.

Secret ballot requests submitted by owners are displayed for review by the meeting organiser.

The organiser can determine whether the request will proceed.

End the Meeting

After the final motion has been completed:

1. Confirm all motion outcomes have been recorded.
2. Click End the meeting.

The meeting status changes to Closed.

Once closed, the meeting can be reviewed and prepared for publication.

What Happens Next?

After the meeting has been closed, you can:

• Review attendance records
• Update motion text
• Add final notes and tasks
• Finalise meeting minutes
• Publish meeting records

Strata Managers should contact us with any further questions regarding this process.