Each year, the representatives should agree on a schedule of meetings for the coming year. It is important newly elected/appointed representatives are included in the setting of the schedule for the coming year.

The committee can decide whether to hold meetings monthly, bimonthly or quarterly or upon request from the park operator, a park liaison committee (PLC) member, or a tenant.

There should be a set procedure on how to notify members of the unscheduled meetings.

PLC members should notify the secretary or person responsible, of the matters they wish to raise at the meeting. Circulation of the agenda should occur at least one week prior to the PLC meeting. This will allow tenant representatives the opportunity to consult with all tenants if necessary.

The PLC is not limited to discussing only the matters listed on the agenda.

Decision making is by majority vote, with each PLC member present at the meeting entitled to one vote. The PLC should have a rule for handling the issue of a tied vote. The PLC can decide that in the event of a tied vote:

• the meeting’s chairperson may cast a final and deciding vote; or
• the vote is lost.

If invited by the PLC, non-members may attend and speak at a meeting of the committee.

All PLC members should receive a copy of the record of the decisions made during a meeting, often called the minutes, after the meeting.

Quorum for a PLC meeting

The recommendation for a quorum for ordinary PLC meetings is at least one park operator representative and 50 per cent of the tenant representatives plus one.

Sub-committees

The PLC may from time to time form a sub-committee for any purpose, appoint members to and determine the operational procedures of the sub-committee.

Sub-committees are to report back to the PLC on their activities.

Reporting to and consulting with park tenants

During a PLC meeting, approval of the minutes of the previous meeting must occur. Tenants should then receive a copy of these approved minutes. This can occur via email or by posting a written copy on a noticeboard accessible to all tenants, or in both ways. Take care to not circulate confidential matters outside the PLC.

The PLC can also decide additional methods of communicating their activities to tenants. This may include:

• a regular newsletter that all tenants can contribute to;
• a noticeboard in a central place for posting all PLC information; or
• holding regular general tenant meetings which will boost their confidence in the PLC’s activities.

Other helpful resources

• Association's INC guide - Meeting procedures
• Australian Charities and Not-for-profits Commission - Holding meetings
• APEX Australia - Meeting procedure (PDF)
• Department of Local Government, Sport and Cultural Industries - Effective club meetings - a guide for the chairperson