Committee Meetings in COVID times

December 22, 2021

Daily news broadcasts mean that we are continually provided with the latest on COVID cases, new strains and health guidelines.  The news can be overwhelming to say the least, however these are the times that we live in and whether we like it or not, we need to consider the impacts on our day to day activities.

Body Corporate Committee Members are not immune from these considerations, so I wanted to share what Archers the Strata Professionals has implemented in our Business Continuity Policy that might be helpful when you are forming your own guidelines for your particular strata building.

Internal Preventative Management Measures:

  • Hand sanitisation units provided in all six Archers offices and subsidiary organisations
  • Disinfectant for board rooms and offices applied regularly before and after each use
  • Weekly disinfectant spray for South Each Queensland offices that have higher volume foot traffic
  • QR code check-ins mandatory
  • Health management guides provided to all team members and updated according to Queensland Health requirements

Holding Meetings:

Body Corporate meetings and meeting with any external party should preferably take place virtually.  However, if the building, committee or other clients and vendors require a face to face meeting the following preventative measures are to be adopted:

  • A QR code must be available at all meeting sites and all attendees must check in.  If the meeting is held external to Archers, and a QR code is not available, the meeting can not take place.
  • Masks must always be worn if social distancing of 1.5m is not achievable, and are strongly encouraged even if social distancing is possible.
  • Boardroom tables are to be wiped with disinfectant before and after meetings.
  • All water offered should be in bottle form and disposed post meeting.
  • There are to be no more than 10 individuals, or no more than 1 person per 4 square meters, whichever is the lesser physically present at the meeting.
  • Encourage contactless interactions.
  • Where possible, advise attendees of the protocols and request compliance.

As always, you should follow the guidelines set by Queensland Health – Coronavirus (COVID-19) | Health and wellbeing | Queensland Government.  They are updated regularly and at any time could require you to change the way you operate as a committee in order to keep everyone safe.

Personally as the CEO of an organisation my priority is to keep my team safe, healthy and happy.  Our committees are an extended part of this ‘work family’ that I consider every day.  I am heartened when I see both our team and our committees adapting to this new way of living and who would ever have thought that virtual meetings would become a way of life (and even a time saver in many cases!).

I hope that sharing our internal policy provides you with a basis for your own contingency plans as I strongly encourage you to have a policy in place and communicate it clearly within your strata community.

With that in mind, I wish you a wonderful holiday season and hope you get to enjoy those incredible buildings that you work so hard to maintain for all to enjoy!

Contributed by Nicky Lonergan, CEO, Archers the Strata Professionals

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