07 Apr How to conduct fair and effective trustee elections
Trustee elections are one of the most important parts of running a sectional title scheme or HOA. A fair election process builds trust, encourages participation, and ensures that the right people are chosen to lead the community. The Sectional Titles Schemes Management Act (STSMA) and its Prescribed Management Rules (PMRs) set out the legal requirements, but many schemes still struggle with confusion or conflict during elections.
Here’s how to run trustee elections smoothly and transparently.
Understand the legal requirements
Trustee elections must follow PMR 7, which outlines nomination rules, eligibility, and voting procedures. Trustees must be elected at every Annual General Meeting (AGM), and owners must have a fair opportunity to nominate candidates.
Encourage nominations before the AGM
Many schemes only ask for nominations during the AGM, which can lead to rushed decisions. Instead, invite owners to submit nominations in writing before the meeting. This gives everyone time to consider the candidates and reduces pressure on the day.
Explain the role clearly
Owners are more likely to nominate themselves or others when they understand what trustees do. Share a simple summary of trustee duties, including financial oversight, maintenance planning, and compliance with the STSMA. Remind owners that trustees acting in good faith are protected from personal liability.
Use a transparent voting process
Whether voting is done by show of hands, ballot papers, or electronically (allowed under PMR 17), the process must be clear and fair. Make sure:
- All owners understand how votes are counted
- The chairperson explains the process before voting begins
- Results are announced immediately and recorded in the minutes
Avoid conflicts of interest
If a candidate has a direct financial interest in a service provider or contract, this should be disclosed. Transparency helps prevent disputes later.
Concluding thoughts
A well‑run trustee election sets the tone for the year ahead. By following the STSMA, communicating clearly, and encouraging participation, your scheme can elect a strong, capable leadership team that owners trust.