Introduce your Smart Blocks project
1. Draft a statement of intent
The first thing you can do introduce your project to the executive committee and other apartment owners is to draft a ‘statement of intent’. Use our template below.
2. Draft a motion
If your building has a strata manager then ask them to help you draft a motion so that you can get on the agenda of the next general meeting of the executive committee. Refer to our guidelines for drafting a motion.
3. Get on the agenda
Talk to your strata manager and let them know that you would like your motion to be added to the agenda of the next general meeting for the executive committee. Send your strata manager the motion with the ‘statement of intent’ attached. You can ask to either:
- Attend the meeting and watch the discussion, or
- Present to the executive committee during the meeting
If your building does not have a strata manager then you can send the motion and ‘statement of intent’ directly to the secretary of the executive committee with the same request to attend or present at the meeting.
Even this step can take time. Your executive committee might meet monthly, quarterly or on an ad hoc basis depending on how things are organised in your apartment building.
It’s a good idea to start having informal ‘hallway’ conversations with members of the executive committee and other apartment owners around this time. This will help you gauge their support for the project and give you an opportunity to find out if there are any significant obstacles that you have not yet considered.
What happens next?
The best-case scenario is that you attend a general meeting of the executive committee and they either:
- Approve the project and agree to implement it
- Agree to allow you to conduct further research and develop a business case for the project.
Determine whether anyone on the executive committee would be willing to help you with obtaining quotes or putting the business case together.
What if you are refused?
Remember that there is no obligation to allow owners attend a general meeting of the executive committee if they are not already part of the committee. This is different to an annual general meeting (AGM) or extraordinary general meeting (EGM) where all owners are expected to attend or submit a proxy vote.
If your request to present to the executive committee meeting is refused you can still go ahead and develop a business case to share with the executive committee instead.
Another way to introduce your project is to request that your ‘statement of intent’ be placed on the agenda of the next general meeting of the executive committee along with a note that you would welcome other owners to contact you directly in order to form a sub-committee to investigate the project. This will be documented in the minutes of the meeting - which are sent to all apartment owners to read.
If you hit a roadblock because the executive committee are not active and rarely meet then you should send your ‘statement of intent’ to all apartment owners in your building and try to form a sub-committee of owners willing to help you progress the project.
You can also request the postal details for all the apartment owners in your building (from your strata manager) and send them a copy of your ‘statement of intent’. This will help you form support for the project within the building and may result in a sub-committee of owners willing to help you.
Talk to your strata manager or the secretary of your executive committee and find out when the next annual general meeting (AGM) will be held. All owners are eligible to submit motions to be voted on at the AGM.
Send your strata manager or secretary of the executive committee a valid motion and your ‘statement of intent’ to about four to six weeks in advance of the AGM. Taking it directly to the AGM means that all owners will be taking a vote to either approve or reject your proposal.