Governance
How NSW Strata Committees Run Meetings and Track Levies (2026 Guide)
The NSW committee rulebook on one page: meeting notice, quorum, minutes, levy notices, interest and records, each with the section it comes from and what to do.
· 10 min read
On this pageWho is on the strata committee and what it can decideOn this page
- Who is on the strata committee and what it can decide
- Committee size and office bearers
- Decisions the committee can't make
- How to run a NSW strata committee meeting, step by step
- Giving notice
- The agenda and motions
- Quorum, voting and electronic attendance
- Owners attending and speaking
- Conflicts of interest
- Writing and distributing the minutes
- Meeting checklist
- How levies are set, raised and recorded
- Budgets for the two funds
- Levy notices and due dates
- What to keep in a levy register
- Special levies
- Chasing unpaid levies in NSW
- Interest, reminders and payment plans
- Recovery through NCAT or the courts
- Records the committee must keep, and for how long
- Strata roll, minutes, financial records and correspondence
- Owners' right to inspect
- A yearly calendar for NSW committees
- FAQ
- How many days' notice for a NSW strata committee meeting?
- What is the quorum for a NSW strata committee?
- When must minutes go to owners?
- Can we meet on Zoom or vote by email?
- Who sets the levies, and when?
- How much notice must owners get before a levy is due?
- What interest applies to late levies?
- What goes in a levy register?
- How long are records kept?
- Can owners see the minutes and levy records?
- Sources
In NSW, a strata committee must give owners at least 3 days' notice of a committee meeting, needs half its members present for a quorum, and must give owners the minutes within 7 days. The owners corporation sets levies at the AGM. Owners must get at least 30 days' notice before each levy is due, or 14 days for emergency repairs. Unpaid levies attract 10% simple interest from one month after the due date, and most records must be kept for 7 years. The rules are in the Strata Schemes Management Act 2015.
| Task | NSW rule | Source |
|---|---|---|
| Notice of committee meeting | At least 3 days, to members and owners | Schedule 2 |
| Committee quorum | Half the members | Schedule 2, cl 12 |
| Committee minutes | To members and owners within 7 days. Over 100 lots, owners get them on request | Schedule 2, cl 17 |
| Notice of AGM | At least 14 days | Schedule 1, cl 7 |
| Notice of other general meetings | At least 7 days | Schedule 1, cl 7 |
| Levy notice | At least 30 days before due, 14 for emergency repairs | s 83 |
| Interest on unpaid levies | 10% simple interest from one month after the due date | s 85 |
| Recovery action | At least 30 days' written notice first | s 86 |
| Keeping records | 7 years for most records | s 180 |
| Strata roll | Kept up to date for the life of the scheme | s 178 |
| Owners inspecting records | Written request and the prescribed fee | ss 182 and 183 |
Who is on the strata committee and what it can decide
Committee size and office bearers
The owners elect the committee at the AGM (s 30), and it can have up to nine members. At its first meeting after the AGM, the committee appoints a chair, secretary and treasurer, and one person can hold more than one office (s 41). The secretary handles notices and minutes (s 43), and the treasurer handles levy notices and the accounts (s 44). Members also have mandatory training to finish. For the wider split of duties, see who does what in strata.
Decisions the committee can't make
The committee can't make a decision that needs a special or unanimous resolution (s 36(3)). The NSW Government's guidance also lists special levies, by-law changes, changes to common property, and appointing or renewing a strata manager or building manager as matters for the owners corporation, so those go to a general meeting. The guide to committee powers has more detail.
How to run a NSW strata committee meeting, step by step
Giving notice
The secretary can call a meeting, and must do so if one-third of the committee asks. Give every committee member and every owner at least 3 days' notice, plus the tenant representative if there is one (Schedule 2). The notice states the date, time and place and includes the agenda.
The agenda and motions
A motion is a formal proposal put to a vote. Write each one in words the minutes can repeat exactly, and attach the quotes or reports members need. Motions the committee can't decide belong on the next general meeting agenda.
Quorum, voting and electronic attendance
At least half the members must be present for a quorum (Schedule 2, cl 12). Each member has one vote and the chair has no casting vote (cl 8). A member who owes the scheme money can't vote.
The committee can meet and vote electronically using the method named in the notice. Pre-meeting electronic voting needs a committee resolution first, and it can't be used to elect officers. A motion can also pass without a meeting if a majority approves it in writing after notice (cl 9).
Owners attending and speaking
Owners can attend, but they can speak only if the committee agrees (cl 13), and they can't vote. If owners holding more than one-third of the unit entitlements object in writing before a decision, the committee can't decide the matter. The secretary can then put it on the next general meeting agenda.
Conflicts of interest
A member with a financial interest in a matter must disclose it, stay out of the discussion and take no part in the decision. The committee records the disclosure (cl 18).
Writing and distributing the minutes
Keep "full and accurate minutes" and send them to each member and owner within 7 days (Schedule 2, cl 17). In schemes with more than 100 lots, owners get a copy only if they ask within those 7 days. You can copy our meeting minutes template.
Meeting checklist
AGMs have a longer notice period and a fixed agenda, so use the NSW AGM notice checklist and the AGM guide for those.
How levies are set, raised and recorded
Budgets for the two funds
Each AGM, the owners corporation estimates spending from the administrative fund, which covers day-to-day costs, and the capital works fund, which covers long-term repairs. It then sets levies for each fund (ss 79, 81). Each lot pays its share by unit entitlement (s 83). The committee doesn't set levies. See how to read a levy notice.
Levy notices and due dates
Give owners written notice at least 30 days before each levy is due, or at least 14 days for emergency repairs (s 83). Many schemes issue them quarterly. Since 27 October 2025, each notice must include or come with a Financial Hardship Information Statement, which gives the National Debt Helpline's details.
What to keep in a levy register
The treasurer keeps the accounting records, including a levy register (Regulation cl 22 and 23). A useful register has one row per levy for each lot:
- lot number, owner and unit entitlement
- fund, amount and due date
- date paid and amount paid
- arrears and interest charged
Special levies
A special levy covers a cost the regular levies can't. The owners corporation approves it at a general meeting, and the 30-day notice rule still applies. See the special levies guide for what to check.
Chasing unpaid levies in NSW
Interest, reminders and payment plans
Late levies attract simple interest at 10% a year from one month after the due date, unless the owners corporation resolves not to charge it (s 85). Send a reminder soon after the due date, and log it in the register.
An owner can ask for a payment plan of up to 12 months on the standard form. You must answer in writing within 28 days, give reasons for any refusal, and charge no fee. You can't resolve to refuse all plans (s 85). A plan can't cover future levies. Payments go to the oldest levies first, then interest, then recovery costs.
Recovery through NCAT or the courts
Give the owner at least 30 days' written notice before starting recovery action (s 86). You can't take action on levies covered by a payment plan the owner is following. NCAT is the NSW Civil and Administrative Tribunal, and an owner can also ask it to review an unreasonable refusal of a plan. For the owner's side, see what happens if you can't pay.
Records the committee must keep, and for how long
Strata roll, minutes, financial records and correspondence
The strata roll stays for the life of the scheme, and you update it when owners change (s 178). Minutes, notices, proxies, voting papers, financial records, correspondence and signed manager agreements stay for 7 years (s 180). There are two exceptions. Secret-ballot papers need only 13 months (Regulation cl 41), and approved minor renovation records need 10 years. Records made since 11 June 2024 must be electronic (s 176).
Owners' right to inspect
Owners, mortgagees and people they authorise can inspect the records by writing and paying the prescribed fee (ss 182 and 183). If you can't agree a time within 3 days, the owners corporation sets one within 10 days. The records inspection guide lists what they can see, and how to read minutes and financial statements helps once they have them.
A yearly calendar for NSW committees
| When | Task |
|---|---|
| 14 days or more before the AGM | Send the notice, with the budget and financial statements |
| AGM | Elect the committee, approve budgets and set levies |
| First committee meeting after the AGM | Appoint the chair, secretary and treasurer |
| Within 3 months of appointment | New and returning members finish the training |
| 30 days or more before each due date | Send levy notices with the hardship statement |
| After each due date | Update the levy register and follow up arrears |
| Before renewal | Review the building insurance (s 160) |
| Every year | File the Strata Hub annual report |
| At least every 5 years | Review the 10-year capital works plan (s 80) |
UnitBuddy for strata committees keeps notices, minutes and the levy register in one place, and the record stays with the building when office bearers change.
FAQ
How many days' notice for a NSW strata committee meeting?
At least 3 days, to committee members and owners (Schedule 2). The tenant representative also gets notice if the scheme has one.
What is the quorum for a NSW strata committee?
Half the members (Schedule 2, cl 12).
When must minutes go to owners?
Within 7 days of the meeting (Schedule 2, cl 17). In schemes with more than 100 lots, owners get them only if they ask within those 7 days.
Can we meet on Zoom or vote by email?
Yes. The committee can meet and vote electronically by a method named in the notice. Pre-meeting electronic voting needs a committee resolution first and can't be used to elect officers.
Who sets the levies, and when?
The owners corporation, at the AGM (s 81). The committee sends the notices.
How much notice must owners get before a levy is due?
At least 30 days, or at least 14 days for emergency repairs (s 83).
What interest applies to late levies?
Simple interest at 10% a year from one month after the due date, unless the owners corporation resolves not to charge it (s 85).
What goes in a levy register?
Lot, owner, unit entitlement, each levy amount and due date, payments, arrears and interest.
How long are records kept?
Most records for 7 years (s 180). The strata roll stays for the life of the scheme.
Can owners see the minutes and levy records?
Yes. They write to the owners corporation and pay the prescribed fee (ss 182 and 183).
Sources
- Strata Schemes Management Act 2015 (NSW)
- Strata Schemes Management Regulation 2016 (NSW)
- How to run a strata meeting, NSW Government
- Levies, finances and insurance, NSW Government
- Record keeping requirements, NSW Government
- Help if you can't pay your strata levies, NSW Government
- Guide to strata law changes, NSW Government
What changed in strata this month? Read the strata news for your state, with every figure sourced.
Keep the scheme file in one place the committee and the manager can both open. Features, pricing, or book a tour.