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Total OCS | Committee Meeting Minutes Builder

Free Committee Meeting Minutes Builder for Victorian Owners Corporations

Good committee meeting minutes are more than a formality. They’re the official record of decisions made, matters discussed and actions agreed — and they need to be accurate, clear and easy to follow.

This tool is built specifically for self-managed owners corporations in Victoria. It comes pre-loaded with standard committee meeting items, with the correct outcome options for each type of item already set. Record the result of each item, add notes where needed, and include moved and seconded details for resolutions. When you’re done, preview the minutes and copy them straight into your document.
  1. Set the number of OCs — If your meeting covers more than one owners corporation, select the number of OCs at the top. Items can be assigned to all OCs or specific ones, and each OC gets its own outcome block where needed.
  2. Enter meeting details — Fill in the building name, plan of subdivision number, address, meeting reference, date, time, location, chairperson and who prepared the minutes.
  3. Review the agenda items — Standard Victorian committee meeting items are pre-loaded. Edit titles if your agenda used different wording.
  4. Add or remove items — Use + Add item to include anything additional. Remove items that weren’t on your agenda using the ✕ button.
  5. Restore missing items — Use the Restore missing items button to re-add any standard items that have been removed, without affecting your existing entries.
  6. Record outcomes — For each item, select the outcome using the result: Carried, Not Carried or Adjourned for resolutions; Noted or Adjourned for discussion items; Noted for standard items.
  7. Add moved and seconded — For resolution items, click + Add moved & seconded to record who moved and seconded the motion.
  8. Add notes — Use the notes field on each item to record any discussion points, details or follow-up actions.
  9. Preview your minutes — Click Preview minutes to see the formatted output with all outcomes and notes included.
  10. Copy and paste — Click Copy to clipboard and paste into your Word document or practice management system. Add your letterhead before distributing.
Committee Meeting Minutes Builder | Total OCS

Meeting details

Building / development name
Plan of subdivision
Property address
Meeting number / reference
Meeting date
Meeting time
Chairperson
Meeting location
Minutes prepared by

Minutes

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