Running your first AGM as treasurer can feel like standing in front of a room of people who know exactly how many months of levies their neighbour owes. This guide walks through what you need to prepare — from the accounts to the agenda — so you're not scrambling the night before.
What an AGM actually does
An Annual General Meeting does three things for a self-managed strata scheme:
- Approves the financial accounts for the past year.
- Sets the levies for the year ahead (or confirms the existing amount if unchanged).
- Elects the committee for the next term.
Everything else on the agenda — maintenance decisions, rule changes, special motions — is secondary. Get those three right and the meeting is a success.
Six weeks out: check your legislative requirements
Strata is state-legislated. The notice period, quorum rules and voting procedures differ between jurisdictions. Before doing anything else, identify the legislation that applies to your scheme and note:
- Minimum notice period for an AGM
- Quorum requirements
- Proxy and voting rules
- Requirements for ordinary, special and unanimous resolutions
- Whether electronic attendance and voting are permitted
Western Australia — Strata Titles Act 1985
In Western Australia, an AGM generally requires at least 14 days' notice to lot owners and any registered first mortgagees. The notice should include the meeting details, agenda, any motions to be considered, and supporting documents such as financial statements.
Owners may appoint a proxy in writing to attend and vote on their behalf, subject to the requirements of the Act and the scheme's governance arrangements. Electronic attendance and voting may also be permitted.
Quorum requirements depend on the type and size of the scheme. If a quorum is not present within the required time after the meeting starts, the legislation provides mechanisms that may allow the meeting to proceed.
The Strata Titles Act underwent major reforms that commenced on 1 May 2020. Most current AGM procedures are governed by these updated provisions.
General information only — not legal advice.
New South Wales — Strata Schemes Management Act 2015
In New South Wales, an AGM generally requires at least 14 days' notice. The notice must include the agenda, motions to be considered and any supporting documentation required by the legislation.
Owners may vote in person, by proxy or through other approved voting methods where available. NSW legislation contains detailed rules regarding proxy appointments, including limits on the number of proxies that one person may hold in larger schemes.
Quorum requirements are based on eligible voters represented at the meeting. Where a quorum is not present, the legislation provides procedures that may allow the meeting to proceed after a specified period.
General information only — not legal advice.
Queensland — Body Corporate and Community Management Act 1997
In Queensland, AGM requirements vary depending on the regulation module that applies to the scheme, such as the Standard, Accommodation or Commercial Module.
AGM notices are generally issued at least 21 days before the meeting, together with voting papers and supporting documents. Voting may occur in person, by proxy (where permitted), or by written voting paper.
Quorum requirements and proxy arrangements differ between regulation modules, so committees should confirm the requirements that apply to their specific scheme before issuing the notice of meeting.
General information only — not legal advice.
Victoria — Owners Corporations Act 2006
In Victoria, owners corporations must generally provide at least 14 days' notice of an AGM. The notice should include the agenda, proposed motions and relevant financial information.
Owners may appoint a proxy in writing to attend and vote on their behalf. Proxy appointments are subject to statutory restrictions, particularly in larger schemes.
Quorum requirements depend on the proportion of lot owners or lot entitlements represented at the meeting. If a quorum is not achieved, the legislation provides procedures for adjourned meetings and reduced quorum requirements.
General information only — not legal advice.
Four weeks out: prepare the financial accounts
The accounts you present at the AGM should cover the full financial year. At minimum, you need:
- Income & expenditure statement — all levies received, all expenses paid, and the net surplus or deficit.
- Balance sheet / balance summary — opening bank balance, closing bank balance, and any outstanding debts (arrears from owners, unpaid invoices).
- Arrears list — which lots are behind, by how much, and for how long. Committees often discuss this in camera (without owners present, just the committee).
If you've been running accounts in a spreadsheet, this is the moment that spreadsheet earns its keep — or reveals why it shouldn't be.
Three weeks out: draft the agenda and notice
A standard AGM agenda for a self-managed scheme:
- Confirmation of quorum and opening of meeting
- Confirmation of minutes of previous AGM
- Chairperson's report (optional but useful)
- Treasurer's report — presentation and adoption of accounts
- Setting of levies for the coming year
- Election of committee
- General business (maintenance items, rule changes, any other motions)
- Close
Once the agenda is final, prepare the notice of meeting — a formal document stating the date, time, location and the agenda. Attach the financial accounts and any proxy forms required.
Send the notice to every owner. Keep evidence that you sent it — email delivery receipts, or signed return-receipt if posting.
Two weeks out: chase the proxies
Owners who can't attend in person may still want a say. Send a reminder with the proxy form attached and a clear deadline for submission (typically 24–48 hours before the meeting, but check your state's rules).
On the day: what you need in the room
- Printed agendas (or a screen) for everyone attending
- Attendance and proxy register — record every person present and their lot
- The financial accounts — printed or displayed on screen large enough to read
- A minute-taker — ideally not you, so you can present the accounts and answer questions
- The levy resolution — the specific dollar amount per lot per quarter (or per year) that the meeting is being asked to approve
After the meeting
- Sign the minutes — the chairperson and secretary sign off, usually at the next committee meeting
- Send minutes to all owners — within the timeframe required by your state's legislation
- File everything — signed accounts, signed minutes, attendance register, proxy forms
- Notify the bank if the committee has changed, as new signatories may be required on the account
This guide is general information for self-managed strata schemes in Australia. It is not legal advice. Always check the strata legislation in your state for requirements specific to your scheme.