Singapore legislation
Schedule 2
Schedule 2
Proceedings of councils and executive committees
SECOND SCHEDULESections 53(11), 54(4), 80(6) and 135(1)Proceedings of councils and executive committeesChairperson to preside at meetings
1. The chairperson of a council or an executive committee presides at all meetings of the council or executive committee (as the case may be) at which he or she is present and, if he or she is absent from any such meeting, the members of the council or executive committee present at that meeting must appoint one of their number to preside at that meeting during the absence of the chairperson.Method of holding meetings1A.—
A meeting of a council or an executive committee may be held by a quorum of the members, being assembled together at the time and place appointed for the meeting.(2) Where a council or an executive committee, by resolution, adopts the holding of any of its meetings by means of teleconference, video conferencing or other electronic means of communication, a meeting of the council or executive committee may be held by the means adopted provided that —
all of the members of the council or executive committee (as the case may be) who wish to participate in the meeting have access to the technology needed to participate in the meeting; and
a quorum of those members can simultaneously communicate with each other throughout the meeting.Meetings of councils or executive committees2.—
At any meeting of a council or an executive committee, a quorum consists of —
where there is only one member of a council or an executive committee — that member; or
where there are 2 or more members of a council or an executive committee — the majority of the members of the council or executive committee,as the case may be.(2) For the purposes of determining whether there is a quorum, a member of the council or executive committee is treated as being present at a meeting even though under section 60 that member cannot vote or has withdrawn from the meeting.(2A) For the purposes of this paragraph, a member of a council or an executive committee participating in a meeting of the council or executive committee as permitted under paragraph 1A(2) is taken to be present at the meeting.(3) Subject to this Act, the decision on any matter —
where there is only one member of a council or an executive committee — of that member; or
where there are 2 or more members of a council or an executive committee — of the majority of the members voting on that matter,is the decision of the council or executive committee (as the case may be) at any meeting at which a quorum is present.(4) A council or an executive committee must cause a record of its decisions, of any notice given to its secretary under section 60(3), and full and accurate minutes of its meetings to be kept.Keeping of records3.—
The council or executive committee must keep minutes of its proceedings and must cause minutes of general meetings to be kept.(2) The council or executive committee must maintain a notice board and display on the notice board —
a copy of the minutes of a meeting of the council or executive committee not later than the 14th day after the meeting; or
a copy of the minutes of a general meeting of the management corporation or subsidiary management corporation not later than the 45th day after the general meeting.(2A) The notice board mentioned in sub‑paragraph (2) may be an online notice board maintained on the website of the management corporation or subsidiary management corporation.(3) A copy of any minutes mentioned in sub‑paragraph (2) must be kept displayed on the notice board for a period of not less than 14 days.(4) The council or executive committee may also give each subsidiary proprietor a copy of the minutes mentioned in sub‑paragraph (2)(a) or (b) within the period specified in that sub‑paragraph.(5) The council or executive committee must —
cause proper books of account to be kept in respect of all sums of money received and expended by it, specifying the matters in relation to which the receipts and expenditure take place; and
on the application of a subsidiary proprietor or mortgagee of a lot (or any person authorised in writing by the subsidiary proprietor or mortgagee), make the books of account available for inspection at all reasonable times.Notice of council or executive committee meetings4.—
A council or an executive committee must give notice of its intention to hold a meeting at least 3 days before the time fixed for the meeting —
by displaying the notice on the notice board of the management corporation or subsidiary management corporation, as the case may be; and
by serving the notice on each member of the council or executive committee, as the case may be.(2) The notice of intention to hold a meeting of a council or an executive committee required by sub‑paragraph (1) must specify the following:
a detailed agenda of the meeting;
the place at and the day on which the meeting is to be held and the time the meeting is to start;
if the council or executive committee has, by resolution, adopted any means in paragraph 1A(2) by which the meeting of the council or executive committee may be held, the means by which the meeting is to be held and information as to how to participate in or attend that meeting using that means, such as (but not limited to) a password.Adjournment of council or executive committee meetings4A.—
A meeting of a council or an executive committee may be adjourned for any reason if a motion to adjourn the meeting is passed at the meeting.(2) The council or executive committee must give notice of the time and place a meeting adjourned under sub‑paragraph (1) is to be resumed.(3) The notice required by sub‑paragraph (2) must be given at least 3 days before the time fixed for the resumed meeting, as follows:
by displaying a notice on the notice board of the management corporation or subsidiary management corporation;
by serving the notice on each member of the council or executive committee.Subsidiary proprietor’s attendance at council meetings, etc.5.—
A subsidiary proprietor who is a member of a management corporation is entitled to attend a meeting of the council of the management corporation but may not address the meeting except with the permission of the council.(2) A subsidiary proprietor who is a member of a subsidiary management corporation is entitled to attend a meeting of the executive committee of the subsidiary management corporation but may not address the meeting except with the permission of the executive committee.(3) No subsidiary proprietor other than a subsidiary proprietor who is a member of a subsidiary management corporation is entitled to attend a meeting of the executive committee of the subsidiary management corporation.(4) If the council or executive committee has, by resolution, adopted any means in paragraph 1A(2) by which the meeting of the council or executive committee may be held, a subsidiary proprietor using the means specified in the notice under paragraph 4(2)(c) is taken to be present at the meeting.Acts of council or executive committee valid notwithstanding vacancy, etc.
6. Any act or proceeding of a council or an executive committee done in good faith is, even though at the time when the act or proceeding was done, taken or commenced there was —
a vacancy in the office of a member of the council or executive committee; or
any defect in the appointment, or any disqualification of any such member,as valid as if the vacancy, defect or disqualification did not exist and the council or executive committee were fully and properly constituted.Resolutions in writing
7. A resolution of a council or an executive committee is taken to have been validly passed even though the meeting at which the motion for the resolution was proposed to be submitted was not held in accordance with paragraph 1A if —
notice was given in accordance with this Schedule of the intended meeting of the council or executive committee, as the case may be;
a copy of the motion for the resolution was served on each member of the council or executive committee, as the case may be;
the resolution was approved in writing by a majority of members of the council or executive committee, as the case may be; and
the motion for the resolution does not concern any matter that the management corporation or subsidiary management corporation (as the case may be) determines under section 59 may only be decided upon by its council or executive committee (as the case may be) at a meeting.Minutes of council or executive committee meetings
8. The minutes of every meeting of a council or an executive committee must contain the following information:
the date, time and place of the meeting;
the names of the members of the council or executive committee present at the meeting;
the names of the members of the council or executive committee voting;
the result of the votes on every motion submitted at the meeting;
the text of every resolution passed at the meeting.[35/2017]