Checklist / template
Trustee resolution checklist
A trustee resolution is the formal record of a decision taken by a body corporate's or HOA's trustees, whether at a properly constituted meeting or by round-robin (circular) vote. This checklist sets out what a sound resolution should capture so the decision stands up to owner scrutiny and to a CSOS dispute or adjudication. It is built for the person who drafts and files these records day to day.
For South African managing agents, trustees, HOA committee members and the scheme administrators who minute and file board decisions.
Capture the decision itself
- State the resolution as a single, plain-language decision (one resolution per decision).
- Record the exact wording put to the vote, not a loose summary.
- Reference the agenda item or matter number the resolution relates to.
- Note whether it is an ordinary decision, a special resolution or unanimous resolution as required under the STSMA.
- Specify any monetary amount, supplier name or scope so the decision is unambiguous later.
- Record any conditions, caveats or limits attached to the approval (e.g. 'subject to three quotes').
- Cross-reference the scheme rule, management rule or conduct rule the decision relies on.
Prove quorum and the required majority
- Record the total number of trustees in office on the day of the decision.
- Confirm a quorum was present or participating per the scheme's management rules and the STSMA.
- Note how many trustees voted for, against and abstained.
- Confirm the majority achieved meets the threshold the matter requires (ordinary vs special).
- For a round-robin, confirm every trustee was given notice and the chance to vote.
- Record any trustee who declared a conflict of interest and recused themselves.
- Capture the chairperson's casting vote only where the rules permit and a tie occurred.
Date, identify and authenticate
- Record the date the decision was taken (and for round-robins, the date the last vote was received).
- List the full name of each trustee who voted and how they voted.
- Note the method of participation: in person, electronic or written round-robin.
- Confirm the chairperson and at least one trustee or the managing agent has signed off the record.
- Assign a unique resolution or minute reference number for filing and retrieval.
- Record the meeting or circulation in which the decision was taken so it ties to the minute book.
- Where votes were collected by email, retain those emails as part of the authentication trail.
Attach supporting documents
- Attach or reference the quotes, contracts or proposals the decision relied on.
- Link the relevant financial report, budget line or trust-account position considered.
- Include any expert, engineer, insurance or legal input that informed the vote.
- Reference prior resolutions the decision amends, confirms or reverses.
- Attach the notice and agenda that put the matter before the trustees.
- Keep round-robin ballots or email votes as named, dated attachments.
- Confirm document handling respects member privacy under POPIA before circulating widely.
Name the action owner and next steps
- Name the single person responsible for executing the decision (trustee or managing agent).
- Set a target date or deadline for the action to be completed.
- Record the budget or payment authority granted, and from which account it is funded.
- Note any communication required to owners, residents or the affected supplier.
- Specify what evidence of completion must be filed back against the resolution.
- Identify who reports progress at the next trustee meeting.
- Flag any follow-up resolution that will be needed once the action is done.
File for governance and CSOS evidence
- Store the signed resolution in the scheme's minute book or resolution register.
- Confirm the record is retrievable by date, reference number and subject.
- Retain the record for the period your retention policy and the CSOS Act framework expect.
- Keep the resolution accessible for owner inspection rights under the STSMA.
- Bundle the resolution with its supporting documents so the full decision trail stays together.
- Ensure the record is available to hand over cleanly if the managing agent changes.
- Confirm sensitive personal information in the file is held in line with POPIA.
Use one row of this checklist per resolution and file it immediately while the detail is fresh — a resolution drafted weeks later rarely survives a dispute.
A practical operational checklist, not legal, financial or tax advice — adapt it to your scheme/agency and seek professional advice where needed.